Facilities Administrator

Reference: 10897 SJ
Consultant: Sone Johnson

Job Description:

• 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 timeous 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.

Qualifications:

• 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.

How to Apply:

• Email your comprehensive CV to exceedhr@exceed.co.za.
• If you are already registered, please forward your CV and the relevant reference number to the consultant with whom you are currently registered in order to avoid duplicity on our system.
• We reserve the right to only conduct interviews with candidates of choice.
• Applicants who have not received feedback within 30 days from the closing date must please accept their application as unsuccessful.

Submit CV

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