Facilities Administrator

Key Accountabilities/ Principle

Responsibilities

PRIMARY DUTIES

• Office Administration
• Helpdesk / Call Centre Administration
• Customer Care / Frontline Reception
• Manage all contractors and suppliers
• Liaise with clients regarding service requests.
• Liaise with the Landlord regarding landlord related issues
• Ensure all facilities related issues are attended to timeously
• Ensure OHS files are reviewed monthly
• Monthly invoicing
• Monthly client billing

SECONDARY DUTIES

Office Administration

• Collaborate with operational teams to ensure procurement activities are completed efficiently and within agreed timelines.
• Provide relevant PO status reports as requested
• Taking minutes for operational and Management meetings
• Typing minutes for operational and Management meetings
• Assist with functions and events
• Perform ad-hoc administrative tasks as required

Invoices

• Collect all, invoices and timesheets from contractors
• Allocate and capture all invoices for payment to creditors
• Sort and check Supplier Invoices, compare invoice to order and attach order to relevant invoice
• Ensure address and VAT numbers on invoice are correct
• Add all invoices and statements on Control Sheet
• Forward to Head Office for payment

Control and Maintain Stock

• Monitoring and ordering stock as necessary

Helpdesk / Call Centre administration:

Logging of all requests for service

• Receive all help desk tasks from clients
• Ensure all calls, however received, are logged onto the Help Desk IT system

Issuing of service requests to responsible parties

• Forward all tasks to the responsible parties
• Input time frame onto help desk through Task Classification
• Follow up that the task was successfully allocated
• Monitor Task classifications and initiate system faults for correction by IT dept.

Follow up on all tasks

• Produce daily report on all requests logged on help desk for the facilities Coordinator highlighting present status
• Ensure all completed tasks are closed
• Highlight in-completed tasks and drive for closure
• Follow up on outstanding issues
• Update task status for client information
• Report to onsite facilities manager

Customer Care/ Frontline Reception

Provide efficient and professional reception services to support client operations

• Respond to all calls in professional manner, ensuring professional image is projected always
• All telephone messages to be communicated to the intended person as promptly as possible
• Ensure confidentiality of privileged information at all times

o Discretion to be applied when handing out information

o Any issues of a sensitive nature to be passed to relevant manager

o Ensure no personal or confidential information relating to staff / client to be to be telephonically or personally to any person

o Ensure no information regarding the Company financial status or client base to be telephonically or personally to any person

• Deal professionally with international visitors and VIP guests
• Schedule and organize meetings and appointments
• Diary management and bookings for meeting rooms
• Prepare for meetings by ensuring that the venue is in order
• Maintain reception appearance and adherence to business etiquette, and liaise with relevant department to ensure reception facilities are fully functional
• Efficient receiving of clients, contractors, and visitors
• Courier facilitation
• Management of deliveries and receiving
• Reception security
• Deal with any issues that may arise relating to reception and bring to the attention of the correct person

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
• Minimum 2 years' administration/reception experience
• Computer literate in MS Office
• Knowledge of Google Sheets and Google Meet

Advantageous Experience

• Experience using CAFM systems
• Experience within Facilities Management
• Experience working on client sites
• Knowledge of SLA-driven environments

People and Management Skills

• Good telephonic skills
• Good written and verbal communication skills
• Ability to communicate with internal departments and personnel across all levels
• Ability to provide exceptional service to all visitors, clients, and employees
• Good organisational skills
• Attention to detail
• Strong administrative skills
• Take ownership of tasks
• Ability to prioritize tasks
• Computer literacy skills

Key result areas

• Understand role of reporting to operations and to finance.
• Understand how to work with various teams to ensure client financial compliance
• Understand that driving savings through the procurement function is critical
• 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 www.afmsgroup.co.za.

Please note that relocation costs will not be covered.

If you do not hear from us within 14 days, please consider your application unsuccessful.

Applications to be addressed to Matthew Toontjies: [email protected]

Closing Date for applications: 09 July 2026, by 16h00