SUMMARY:

Facilities Administrator Jobs | Pretoria & Johannesburg | Property Management | Facilities Management | Maintenance Administration | FG Nexus | Procurement | Compliance

Facilities Administrator – Property Management | Pretoria & Johannesburg

Join a Leading Property Management Company Supporting a National Student Accommodation Portfolio

About the Role

POSITION INFO:
Key Responsibilities Facilities Administration Provide administrative support to the Facilities Executive and Facilities Management team. Coordinate meetings, site inspections and facilities documentation. Prepare reports, presentations and management information. Maintain organised electronic and manual filing systems. Record and distribute meeting minutes and monitor action items. Maintenance Administration Receive and coordinate maintenance requests. Track work orders and monitor outstanding maintenance activities. Follow up with contractors to ensure work is completed within agreed service levels. Monitor maintenance response and completion times. Maintain accurate maintenance records and documentation. Planned Preventative Maintenance (PPM) Coordinate annual preventative maintenance schedules. Schedule planned maintenance activities across the portfolio. Coordinate contractor appointments. Track preventative maintenance completion. Maintain maintenance calendars and maintenance history records. Produce planned maintenance reports. Contractor Administration Maintain contractor databases. Monitor contractor compliance documentation. Track insurance certificates and contractor registrations. Schedule contractor access to properties. Monitor service agreements and contract expiry dates. Maintain contractor performance records. Compliance Administration Maintain and monitor: Occupational Health & Safety documentation. Fire compliance certificates. Electrical Certificates of Compliance (COCs). Lift inspection certificates. Gas compliance documentation. Water quality records. Pest control records. Statutory inspection schedules. Ensure all compliance documentation remains current and audit-ready. Procurement Administration Obtain quotations from suppliers. Prepare purchase requisitions and purchase orders. Monitor supplier deliveries. Process supplier invoices. Track outstanding purchase orders. Maintain supplier records. Support contract administration. Financial Administration Process maintenance expenditure. Monitor maintenance budgets. Reconcile supplier statements. Prepare expenditure reports. Track purchase orders against budgets. Assist with budget forecasting. Asset Administration Maintain accurate asset registers. Record new assets. Track asset movements. Maintain equipment registers. Monitor warranty information. Support annual asset verification exercises. Reporting Prepare accurate reports including: Maintenance reports Work order reports Contractor performance reports Compliance reports Planned maintenance reports Budget expenditure reports Asset reports Executive dashboards Systems Administration Maintain accurate information within the company's Facilities Management system by: Updating maintenance records Tracking work order status Capturing contractor information Recording compliance documentation Producing management reports Ensuring data accuracy Minimum Requirements Education Diploma or Certificate in: Business Administration Facilities Management Office Administration or a related qualification Advantageous: Procurement qualification Finance qualification Property Management qualification Experience Minimum 3 years' experience in: Facilities Administration Property Administration Maintenance Administration Experience working within a Property Management or Facilities Management environment. Experience coordinating maintenance activities. Experience managing contractor documentation. Procurement administration experience. Financial administration experience. Experience using maintenance or property management systems. Technical Skills Experience with one or more of the following is advantageous: FG Nexus MDA \/ MRI SAP CAFM Systems Maintenance Management Systems Microsoft Office Advanced Microsoft Excel Key Competencies Excellent organisational skills Strong administrative ability High attention to detail Excellent communication skills Time management Report preparation Contractor coordination Problem-solving Customer service Ability to work under pressure Deadline driven Professional and proactive approach Why Join This Company? This is an exciting opportunity to join a growing property management organisation that values operational excellence, teamwork, and continuous improvement. You'll work alongside experienced facilities professionals while contributing to the successful management of a large student accommodation portfolio across Gauteng. If you're looking to build your career within the Property Management and Facilities Management industry while gaining exposure to large-scale maintenance operations, this role offers excellent long-term career growth. Apply Today If you have experience in Facilities Administration, Property Administration, Maintenance Administration, Contractor Coordination, and Procurement Administration, we'd love to hear from you.