Facilities Administrator

SUMMARY:
Facilities Administrator Jobs Hatfield Pretoria | Facilities Management | Maintenance Administration | Property Management

A leading student accommodation and property management company is seeking a detail-oriented and highly organised Facilities Administrator to support facilities and maintenance operations across a growing national property portfolio in Hatfield, Pretoria.

This role is ideal for an experienced facilities, maintenance, or property administrator with strong experience in procurement administration, invoice processing, stock control, maintenance coordination, reporting, and supplier management within a facilities or property environment.

About the Role
Reporting to the Regional Maintenance Manager, the Facilities Administrator will provide operational and administrative support to the Facilities and Maintenance function across the portfolio.

The successful candidate will play a key role in ensuring the smooth processing of invoices, purchase orders, supplier documentation, maintenance records, stock administration, and compliance tracking while supporting efficient facilities operations and service delivery.

POSITION INFO:
Key Responsibilities

Facilities Administration & Maintenance Coordination (Facilities Administrator Jobs South Africa)

• Maintain maintenance trackers, job cards, service schedules, contractor records, and facilities documentation
• Log, allocate, and follow up on maintenance requests and repairs until completion
• Coordinate contractor access, supplier appointments, and communication with operational teams
• Support maintenance administration, filing, record control, and service history tracking

• Capture stock receipts, transfers, issues, and adjustments accurately
• Maintain stock registers, inventory records, asset registers, and FF&E documentation
• Coordinate stock distribution and replenishment across operational sites
• Assist with monthly stock takes and investigate variances or shortages

• Process ad hoc and SLA invoices, purchase orders, quotations, and supplier documentation
• Assist with procurement administration and payment processes
• Compile weekly, monthly, and ad hoc reports, reconciliations, and administrative packs
• Support audit preparation and documentation management

• Track compliance documents, approvals, certificates, and supporting records
• Maintain document registers and departmental filing systems
• Ensure facilities administration supports audit readiness and internal controls
• Assist with OHS and facilities compliance administration

• Liaise with Regional Maintenance Managers, suppliers, contractors, and operational teams
• Provide administrative support for meetings, reporting, communication, and follow-up actions
• Support efficient service delivery across the facilities and maintenance portfolio

• Grade 12 / Matric
• Relevant qualification in Facilities Management, Property Management, Procurement, Business Administration, or related field advantageous
• Minimum 2–5 years’ experience within facilities administration, maintenance administration, or property administration
• Experience with invoice processing, procurement administration, reporting, and reconciliations
• Proficiency in Microsoft Office
• Valid driver’s licence advantageous

• Strong administrative and organisational ability
• Excellent attention to detail and accuracy
• Strong communication and stakeholder management skills
• Ability to manage multiple priorities and deadlines
• Good problem-solving and coordination ability
• Ability to work independently and within a team
• Strong understanding of facilities operations and maintenance administration

• Facilities Management & Maintenance Operations
• Property or Student Accommodation Environment
• Procurement Processes
• OHS Act and workplace safety regulations
• Asset control and compliance administration
• POPIA and document handling requirements

• Join one of South Africa’s leading student accommodation providers
• Work within a growing and fast-paced property management environment
• Exposure to facilities operations, procurement, maintenance, and compliance administration
• Opportunity to grow within a national property and facilities portfolio