Facilities Administrator - Office CPT [FCA04]

Purpose of the Job

Responsible for the full administrative functions of the team and dealing with queries from internal and external clients

Key Performance Areas

• Facilities Administrator Duties and Responsibilities
• Process and manage invoices, including follow-ups on outstanding invoices aligned with open purchase orders on Fraxion.
• Update monthly capital expenditure (Capex) projections on MRI.
• Support Project Coordinators by maintaining the tenant installation database and tracking key project documentation (Tenant Life Cycle, compliance, and handover packs).
• Assist Project Coordinators in ensuring project compliance with building regulations, the OHS Act, and fire safety requirements.
• Review and facilitate the authorization process for tenant installation creditor accounts (FCC Report).
• Follow up on outstanding documentation.
• Assist with the maintenance and updating of the CAD database and the electronic document library.
• Compile all contractor documentation required for vendor approval through procurement.
• Assist the team with tenant communication regarding service disruptions and general updates, as needed.
• Support Building Managers by loading maintenance records and logging repair, service, or incident requests per building via the My Buildings system.
• Manage maintenance reporting by generating daily, weekly, and monthly summaries of logged calls and tracking client feedback.
• Support Building Managers by uploading relevant certificates, service reports, and scheduling details for upcoming maintenance services (e.g., HVAC, fire equipment, security, new tenants, and contractors).
• Review Capex and Facilities reports to ensure accuracy for management reporting packs.
• Conduct self-performance reviews and attend bi-annual reviews
• Attend SLA meetings and take minutes
• Assist with compilation of building inspection repairs with building manager
• Liaise with property staff

Education

• Matric / NQF equivalent
• Project/Construction Management tertiary qualification advantageous

Experience

• Dealing with creditors accounts.
• A property related background would an advantage
• Minimum 3 years working experience in financial / administrator role

Job Specific Skills

• Excellent verbal and written communication skills
• Strong organisational abilities and attention to detail
• Basic accounting knowledge
• Strong interpersonal skills
• Sound and well-developed people management skills
• Strategic Planner
• Computer literate i.e. MS Excel, MS Word, MS Powerpoint, etc.

Knowledge

• Proficient in MS suite, advanced Excel skills

Competencies

• Reliable
• Assertive, professional and deadline focused
• Able to prioritize tasks / team player
• Exceptional relationship builder at all levels, with a consultative approach
• Able to thrive in an environment that frequently questions and challenges
• Hard worker who works well under pressure and is results driven