Facilities Administrator

#### **Job Overview** * **Application Deadline:** 7 March 2026 * **Job Location:** Stellenbosch, Western Cape * **Job Title:** Facilities Administrator * **Education Level:** Certificate * **Job Level:** Intermediate * **Minimum Experience:** 3 \- 5 Years ### **Facilities Administrator job vacancy in Stellenbosch.** **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 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. **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.