Facilities Administrator

Job Overview

• Final date to receive applications: 7 March 2026
• Job Location: Stellenbosch, Western Cape
• Job Title: Facilities Administrator
• Education Level: Certificate
• Job Level: Intermediate
• Minimum Experience: 3 - 5 Years

Duties and Responsibilities:

• Helpdesk & Maintenance Coordination
  • Ticket Management:
    Act as the primary point of contact for all maintenance queries (telephonic, email, portal).
  • Triage:
    Distinguish between emergencies, routine repairs, and tenant-responsible items.
  • Dispatcher:
    Create and assign Job Cards in MDA Property Manager/CAFM systems to approved vendors.
  • SLA Enforcement:
    Proactively monitor the “Open Job Report” and escalate non-performance to the Facilities Manager.
  • Communication:
    Keep tenants informed of job status and provide at least 48 hours’ notice for planned maintenance.

• Financial Administration & Procurement
  • Purchase Order Management:
    Create and issue POs for authorized work after verifying budget availability.
  • Invoice Processing:
    Perform “Three-Way Matches” (PO + Invoice + POD) and ensure VAT compliance.
  • Coding & Recoveries:
    Accurately code expenses to GL accounts (Opex vs. Capex) and identify recoverable costs for tenant billing.
  • Utility Administration:
    Collate and validate monthly utility meter readings against historical data to identify leaks or faults.
  • Budget Oversight:
    Monitor and manage costs and expenses within the approved budget to support cost efficiencies and responsible financial control.

• Governance, Compliance & Risk Management
  • Vendor Onboarding:
    Administer the vetting process (CIPC, B-BBEE, Tax Clearance, Bank Letters).
  • OHS Compliance:
    Maintain the “Safety File” database, ensuring active contractors have valid COIDA and Public Liability Insurance.
  • Regulatory Alignment:
    Monitor changes in legislation and industry practices; ensure compliance with governance, audit standards, and legislative obligations relevant to REMS operations.
  • Risk Mitigation:
    Support the drafting and implementation of necessary interventions to adhere to internal policies and safety standards.

• Operational Support & Administration
  • Access Control:
    Coordinate contractor access by issuing security permits and notifying guard houses.
  • Reporting:
    Prepare and distribute timely and accurate management information (e.g., Job Card aging, budget variance, and compliance dashboards) to relevant stakeholders.
  • Documentation:
    Maintain accurate filing and document management systems (warranties, COCs, plans, keys) to support efficient service delivery and REMS standards.

• People & Stakeholder Management
  • Relationship Management:
    Cultivate productive working relationships with end-users, project managers, SMEs, service providers, and senior staff.
  • Service Excellence:
    Resolve customer queries professionally and within agreed timelines through proactive and customer-centric solutions.
  • Development:
    Plan, coordinate, and support performance management and team culture initiatives while actively managing own development to improve competencies.

Requirements:

• Matric / Grade 12 (Essential)
• Facilities Management, Property, Business Administration, or related qualifications are highly advantageous.
• 2–5 Years’ experience in facilities or property administration, preferably in a corporate, real estate, or banking environment.
• Proficiency in MDA Property Manager, MRI.
• Proficient in MS Office (Advanced Excel, Word, Outlook).
• Working understanding of the OHS Act and COIDA.