Facilities Administrator

SUMMARY:
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POSITION INFO:

Overview:

We are seeking a detail-oriented and organized Facilities Administrator to assist in the management and maintenance of a diverse property portfolio in Cape Town. The ideal candidate will be responsible for supporting the day-to-day operations, maintenance, and administrative functions for properties, ensuring smooth operations and compliance with regulations. This role offers an exciting opportunity to contribute to the management of a growing portfolio with a focus on efficiency, cost management, and sustainability.

Key Responsibilities:

• Administrative Support:

  • Provide administrative support to the Facilities Management team, ensuring smooth daily operations of the property portfolio.
  • Maintain accurate records of maintenance schedules, service contracts, and tenant requests.
  • Assist with the preparation of reports, including maintenance logs, budget tracking, and tenant satisfaction metrics.

• Maintenance Coordination:

  • Coordinate routine and ad-hoc maintenance activities, ensuring timely responses to service requests and maintenance needs.
  • Track and manage maintenance work orders, liaising with contractors, service providers, and the Facilities Manager to ensure tasks are completed efficiently.

• Vendor & Contractor Management:

  • Assist with vendor and contractor selection, ensuring that services meet quality standards.
  • Ensure vendors and contractors comply with safety regulations and the terms of contracts.
  • Maintain records of contractor performance and service-level agreements (SLAs).

• Budgeting & Cost Tracking:

  • Assist with budget preparation and tracking of expenditures for property maintenance and operations.
  • Help with managing invoices and supporting the reconciliation of accounts related to property services.
  • Monitor utility usage (electricity, water, waste) and assist in identifying cost-saving opportunities.

• Compliance & Documentation:

  • Ensure that all properties comply with local regulations, including building codes, safety standards, and environmental laws.
  • Maintain accurate documentation of inspections, maintenance activities, and compliance records.
  • Assist in preparing for audits, inspections, and regulatory compliance checks.

• Tenant Relations & Communication:

  • Serve as a point of contact for tenants regarding facility-related inquiries, issues, or requests.
  • Assist in addressing tenant concerns and ensuring that responses are timely and solutions-oriented.
  • Help facilitate communication between tenants and the Facilities Management team.

• Sustainability & Energy Management:

  • Support energy and water conservation initiatives, ensuring that sustainability practices are adhered to across the portfolio.
  • Assist with the tracking and reporting of energy and resource consumption.

• Emergency Response & Risk Management:

  • Assist with the coordination of emergency preparedness plans, including fire drills, evacuation procedures, and safety audits.
  • Help maintain records related to risk management, safety protocols, and insurance coverage.

Key Skills & Competencies:

• Strong organizational and administrative skills with attention to detail.
• Basic knowledge of building systems (HVAC, plumbing, electrical) and maintenance operations.
• Experience with vendor and contractor management.
• Familiarity with budgeting and cost-tracking processes.
• Excellent communication and interpersonal skills.
• Ability to handle multiple tasks simultaneously and work in a fast-paced environment.
• Familiarity with South African property regulations and health & safety standards is an advantage.

Qualifications & Experience:

• A relevant qualification in Facilities Management, Property Management, Administration, or a related field (preferred).
• At least 2-3 years of experience in facilities administration, property management, or a related role.
• Basic understanding of building operations and maintenance practices.
• Proficiency with Microsoft Office Suite (Excel, Word, PowerPoint); experience with facilities management software is a plus.

Personal Attributes:

• Strong problem-solving skills and a proactive approach.
• Ability to work independently and as part of a team.
• Strong attention to detail and excellent organizational skills.
• Customer-focused with a commitment to providing quality service.
• Adaptability and the ability to thrive in a dynamic work environment.

Compensation & Benefits:

• Competitive salary based on experience.
• Health, dental, and vision insurance.
• Retirement savings and pension plan.
• Professional development opportunities.