Facilities Administrator

Business Unit / Division:

Tsebo Facilities Solutions

Job Type Classification:

Full Time

Location - Town / City:

Durban

About Us:

Tsebo Facilities Solutions is looking for a Facilities Administrator to provide efficient administrative, coordination, and operational support to the Facilities Management function to ensure the effective delivery of workplace and facilities services. The role is responsible for coordinating maintenance activities, managing service requests, supporting contractor and procurement administration, maintaining compliance records, and ensuring accurate reporting that contributes to service excellence, operational efficiency, and positive client and employee experiences. As a leading African Integrated Workplace Management Solutions Provider, Tsebo Solutions Group offers clients reduced costs, risk and complexities together with increased quality, efficiency and productivity. We specialise in Catering, Facilities Management, Cleaning and Hygiene, Pest Control, Protection, Energy, Procurement, Workspace Design, Engineering, Remote Camps, and more. Developing our people – the heart of Tsebo – is the foundation of our purpose. The result is a knowledgeable workforce that is in touch with every nuance of our clients’ needs. DOWNLOAD OUR ONE-PAGER to find out more about who we are in a nutshell.

Duties & Responsibilities:

Facilities Administration & Coordination Provide administrative support to the Facilities Management team. Maintain accurate filing systems, records, contracts, and facility documentation. Prepare reports, presentations, correspondence, and meeting minutes. Coordinate meetings, appointments, and departmental engagements. Manage action trackers and monitor completion of outstanding actions. Manage incoming calls, emails, and facilities-related correspondence. Maintenance Administration Log, track, and monitor maintenance requests through Helpdesk or CAFM systems. Coordinate planned and reactive maintenance activities. Monitor work order progress and ensure timely closure. Liaise with service providers to ensure service delivery requirements are met. Escalate unresolved maintenance issues where necessary. Maintain accurate maintenance histories and records. Contractor & Vendor Administration Assist with contractor onboarding and induction requirements. Maintain contractor databases and service agreements. Verify validity of contractor compliance documentation. Administer quotation requests and approval processes. Monitor contractor documentation and contract expiry dates. Maintain performance tracking records for service providers. Procurement & Financial Administration Raise purchase requisitions and purchase orders. Support procurement administration in accordance with company processes. Verify invoices against approved quotations and completed works. Facilitate invoice submission and payment follow-up. Support budget monitoring and expenditure reporting. Maintain procurement documentation for audit purposes. Workplace Services & Site Administration Support workplace digitalisation initiatives aimed at improving user experience. Maintain monthly fleet information and reporting requirements. Update utility and water consumption data on approved platforms. Coordinate gym membership reconciliations and tenant billing support. Prepare monthly and ad hoc operational reports. Provide administrative support for workplace-related projects and initiatives. Support the delivery of Workplace Services and client requirements. SHEQ & Compliance Administration Maintain statutory compliance records, licenses, and certificates. Ensure health, safety, and environmental documentation is current and properly stored. Support audits, inspections, and compliance reviews. Monitor compliance deadlines and renewal dates. Support implementation of company policies and procedures. Customer Service & Stakeholder Management Deliver professional and responsive support to internal and external stakeholders. Respond to facilities-related queries and requests promptly. Support client engagement activities and satisfaction initiatives. Escalate concerns appropriately and monitor resolution. Contribute to continuous improvement initiatives that enhance customer experience.

Skills and Competencies:

Facilities Management principles and processes. CAFM/Helpdesk systems. Procurement and invoice administration. Contract and vendor administration. Records and document management. Reporting and data analysis. Microsoft Office Suite (Excel, Word, PowerPoint, Outlook). Microsoft Teams and SharePoint. Health & Safety documentation administration.

Qualifications:

Qualifications Grade 12 / Matric (Essential). Diploma or Certificate in Facilities Management, Property Management, Business Administration, or related field (Advantageous). Advanced computer literacy, including Microsoft Office Suite. Experience 2 to 4 years' administrative experience. Experience within Facilities Management, Property Management, Engineering, Maintenance, or Workplace Services environments. Experience supporting contractors, suppliers, and service providers. Exposure to procurement and invoice administration processes.