Technical FM Administrator

SUMMARY:
Position Summary
 
The Technical Facilities Management Administrator is responsible for providing administrative, operational, and technical coordination support to ensure the effective management and maintenance of designated facilities and sites. The role involves coordinating maintenance activities, monitoring contractor performance, managing service requests and work orders, controlling invoicing processes, maintaining operational records, and ensuring strict compliance with contractual requirements, SLAs, quality standards, and health & safety regulations.

POSITION INFO:
Key Accountabilities\/ Principal Responsibilities Site & Operational Management Manage and monitor designated sites to ensure effective facilities management service delivery and consistent service standards. Proactively identify potential operational challenges and recommend practical corrective measures to senior management. Ensure site activities comply with approved operational procedures and safety guidelines. Maintain accurate operational records, track outstanding site matters, and identify opportunities for continuous process improvement Technical Team Coordination & Work Order Management Liaise with technical teams to schedule, log, and track all maintenance, repair, and service requests on the facilities management system (e.g., Forcelink). Ensure maintenance activities are completed within reasonable timeframes and follow up regularly on job order status. Escalate delays, recurring technical defects, or unresolved issues directly to the Technical Facilities Manager. Compile and provide regular maintenance progress reports to management. Contractor & Service Provider Management Oversee contractor activities to ensure strict adherence to approved Service Level Agreements (SLAs), safety rules, and operational quality standards. Review contractor schedules, initiate service requests, and monitor helpdesk work order completion. Log, investigate, and report contractor non-conformances or service failures to senior management, recommending appropriate corrective interventions. Financial Administration & Invoicing Verify contractor invoices against approved work orders, job cards, service reports, and confirmed completion records. Investigate invoice discrepancies and consult with relevant managers to secure approval prior to submitting payment requests to Finance. Ensure contractor invoices are received and processed within prescribed timeframes while maintaining full documentation compliance. Defects Reporting & Management Information Compile comprehensive monthly management reports detailing operational performance, system defects, and project progress. Highlight potential risks, maintenance trends, and operational concerns requiring management intervention. Maintain statistical data and operational logs to support informed management decision-making. Operational Compliance & Governance Implement and monitor consistent application of approved operational processes, adapting procedures to site-specific needs with management approval. Communicate operational changes and maintenance schedules to site personnel, technical teams, and call center\/helpdesk staff to minimize disruptions. Assist with timesheet administration, labor cost monitoring, and general facilities management compliance. It should be noted that for operational reasons, it may be necessary to perform tasks other than those described herein from time to time. Prescribed procedures may be amended by management as and when required. Key Skills and Experience · Grade 12 (Matric) or equivalent qualification. · Minimum 2 years of general office administration experience. · Minimum 2 years of building maintenance experience. · Practical knowledge of electrical, plumbing, HVAC, mechanical systems, and structural building maintenance. · Proven experience in contractor coordination and service provider management. · Computer literacy and experience using facilities management systems (preferably Forcelink). · Valid Code 8 driver's license (advantageous). People and Management Skill · Strong administrative skills · People & communication skills (written and oral) · Able to work under pressure · Able to keep track of and complete multiple tasks · Fast learner and quick thinker · Problem solving skills · Ability to assess client need telephonically and direct them to the relevant person · Ability to write own correspondence via email and \/ or letters · Accurate accounting processes · Good mathematical skills Key result areas · Understand role of reporting to the business and clients alike · Understand role of managing own outputs are aligned with business requirements · Understand interworking with various teams to ensure client financial compliances · Understanding that feedback and communication is critical to success Additional Responsibilities and Skills The employee acknowledges that all duties performed will reflect on the client and will thus act in a professional manner at all times, as FMS is a service provider, all necessary steps need to be taken to ensure that the service has been delivered according to client requirements, and to prescribed service levels. Interested? Submit your CV now. All vacancies advertised by AFMS Group are in full adherence to South African labour legislation, including the Employment Equity Act, Labour Relations Act, and Basic Conditions of Employment Act. We strive to create an inclusive workplace that values diversity and welcomes applications from all qualified individuals, regardless of race, gender, disability, or any other protected characteristic. Our recruitment process is fair and equitable, focusing on the qualifications, skills, and experience that are relevant to each role. We ensure that all candidates are treated equally, and no discrimination will be tolerated. By submitting your application, you consent to the processing of your personal information in accordance with the Protection of Personal Information Act 2014 (POPIA) for recruitment and hiring purposes. For information on AFMS Group, including more information on our company culture, visit our website at \/> Please note, relocation costs will not apply. If you do not hear from us in 14 days, consider your application unsuccessful. Please note: We are currently running advertisements for pipeline building purposes and are creating a pool of candidates for future vacancies.