Facilities Administrator

Responsibilities

• Act as the primary point of contact for all maintenance queries (telephonic, email, portal).
• Distinguish between emergencies, routine repairs, and tenant-responsible items.
• Create and assign Job Cards in MDA Property Manager/CAFM systems to approved vendors.
• Proactively monitor the "Open Job Report" and escalate non-performance to the Facilities Manager.
• Keep tenants informed of job status and provide at least 48 hours' notice for planned maintenance.
• Create and issue POs for authorized work after verifying budget availability.
• Invoice Processing and ensure VAT compliance.
• Accurately code expenses to GL accounts (Opex vs. Capex) and identify recoverable costs for tenant billing.
• Collate and validate monthly utility meter readings against historical data to identify leaks or faults.
• Monitor and manage costs and expenses within the approved budget to support cost efficiencies and responsible financial control.
• Administer the vetting process (CIPC, B-BBEE, Tax Clearance, Bank Letters).
• Resolve customer queries professionally and within agreed timelines through proactive and customer-centric solutions.
• Plan, coordinate, and support performance management and team culture initiatives while actively managing own development to improve competencies.

• Matric / Grade 12 (Essential). A 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.