Facilities Administrator

SUMMARY:
To provide specialized administrative and operational support to the Facilities Management team, acting as the central controller for maintenance workflows, financial procurement, and regulatory compliance. The role ensures that the diverse portfolio operates efficiently, data integrity is maintained, and tenants receive world-class service, thereby protecting assets and optimizing Net Operating Income.

POSITION INFO:
Responsibilities:

• Act as the primary point of contact for all maintenance queries (telephonic, email, portal).
• Distinguish between emergencies, routine repairs, and tenant-responsible items.
• Create and assign Job Cards in MDA Property Manager/CAFM systems to approved vendors.
• Proactively monitor the "Open Job Report" and escalate non-performance to the Facilities Manager.
• Keep tenants informed of job status and provide at least 48 hours' notice for planned maintenance.
• Create and issue POs for authorized work after verifying budget availability.
• Invoice Processing and ensure VAT compliance.
• Accurately code expenses to GL accounts (Opex vs. Capex) and identify recoverable costs for tenant billing.
• Collate and validate monthly utility meter readings against historical data to identify leaks or faults.
• Monitor and manage costs and expenses within the approved budget to support cost efficiencies and responsible financial control.
• Administer the vetting process (CIPC, B-BBEE, Tax Clearance, Bank Letters).
• Resolve customer queries professionally and within agreed timelines through proactive and customer-centric solutions.
• Plan, coordinate, and support performance management and team culture initiatives while actively managing own development to improve competencies.

• Matric / Grade 12 (Essential). A 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.