Facilities and Administration Coordinator

Main Purpose

The Facilities and Admin Coordinator is responsible for coordination of the camp operations, facility administration, training facilities, contractor support, housekeeping oversight, maintenance follow‑ups, procurement administration, and compliance reporting within the Refinery Site. The role ensures that accommodation facilities, offices, training rooms, and operational support services are maintained to a safe, clean, and efficient standard while supporting daily refinery operations through administration and coordination.

• Answer telephones, screen calls and take messages from external or internal sources so that callers/visitors are dealt with promptly, courteously, and accurately.
• Respond to more complex or escalated enquiries from other administrative/managerial staff.
• Perform other administrative tasks using independent judgment and discretion.
• Plan, organise and schedule own workload so that activities are completed accurately and on time.
• Prepare documents and presentation materials.
• Screen and respond to incoming correspondence, inquiries and phone calls.
• Take messages.
• Draft letters and official information releases.
• Take and distribute minutes.
• File and organise records.
• Accurately transcribe, type, format and proofread a wide variety of material (e.g. correspondence, invoices, contracts, meeting minutes, reports, speeches and presentations) using word processing, presentation, graphics and spreadsheet software.
• Use desktop publishing software to design more complex documents.
• Coordinate internal and external meetings so they run smoothly, including scheduling times, making travel arrangements and ensuring meeting amenities are available.
• Comply with company requirements and systems relating to SAPS, HSEC & Quality and other company policies.
• Coordinate employee accommodation and room allocations.
• Monitor camp occupancy and maintain accurate accommodation records.
• Liaise with catering, cleaning, transport and camp service providers.
• Ensure camp facilities are maintained in a safe and hygienic condition.
• Address camp‑related issues and escalated where required.
• Conduct routine inspections of the camp rooms, office, training rooms, ablution block, kitchens and common areas.
• Identify maintenance, safety or housekeeping issues.
• Ensure facilities comply with company standards and HSE requirements.
• Maintain inspection checklists and records.
• Report defects and follow through to completion.
• Supervise housekeeping activities and cleaning schedules.
• Ensure high standards of cleanliness across all facilities.
• Monitor cleaning contractor performance and service delivery.
• Ensure cleaning consumables are adequately stocked.
• Raise concerns regarding hygiene or sanitation risks.
• Maintain cost tracking for maintenance requests.
• Coordinate training room booking, scheduling and provision of equipment.
• Ensure training rooms are clean, organised and fully operational.
• Arrange training materials, stationery, projectors and other equipment as required.
• Coordinate room setup for inductions, meetings, workshops and training sessions.
• Report and follow up maintenance issues relating to training facilities.
• Monitor office supply stock levels and consumables.
• Raise purchase requisitions and purchase orders for office and site requirements.
• Coordinate delivery and distribution of office supplies.
• Maintain proper inventory and stock records.
• Coordinate contractor access and site requirements.
• Liaise with vendors and service providers regarding scheduled work and services.
• Monitor contractor attendance and completion of assigned tasks.
• Ensure contractors comply with site safety and operational requirements.
• Assist in coordinating contractor mobilisation and demobilisation.
• Prepare weekly and monthly administrative reports.
• Maintain records for inspections, maintenance, camp occupancy, training room usage and procurement activities.
• Ensure compliance with company procedures and refinery policies.
• Assist with audit preparation and document control.
• Report safety, housekeeping and operational concerns promptly.
• Raise purchase requisitions and purchase orders.
• Follow up outstanding purchase orders and deliveries.
• Coordinate with…