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

Are you a highly organised Facilities Administrator with experience in Property Management, Facilities Management, or Maintenance Administration?

A leading Student Accommodation Property Management Company is seeking a proactive and detail-oriented Facilities Administrator to provide administrative, financial, and operational support to its Facilities Management team across a growing property portfolio in Pretoria and Johannesburg.

This is an excellent opportunity for an experienced administrator who enjoys coordinating maintenance operations, managing contractor documentation, supporting procurement processes, maintaining compliance records, and ensuring the smooth day-to-day administration of facilities management activities.

If you thrive in a fast-paced property environment and enjoy working with multiple stakeholders while keeping systems, records and maintenance programmes running efficiently, we'd love to hear from you.

About the Role

Reporting to the Facilities Executive, you will play a key role in ensuring the efficient administration of maintenance operations across a multi-building student accommodation portfolio.

You will coordinate preventative maintenance programmes, monitor contractor performance, maintain compliance documentation, assist with procurement activities, process financial administration, and prepare management reports that support informed operational decision-making.

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.

 

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