Facilities Management Administrator

About Us

Tsebo Facilities Solutions is looking for a Facilities Management Administrator to provide effective and efficient administrative, financial, and customer support services within the Facilities Management environment. The role is responsible for ensuring accurate financial administration, supplier management, document control, customer service support, and operational coordination to support service delivery excellence and enhance client satisfaction in accordance with contractual obligations and Tsebo standards

As a leading African Integrated Workplace Management Solutions Provider, Tsebo Solutions Group offers clients reduced costs, risk and complexities together with increased quality, efficiency and productivity. We specialise in Catering, Facilities Management, Cleaning and Hygiene, Pest Control, Protection, Energy, Procurement, Workspace Design, Engineering, Remote Camps, and more. Developing our people – the heart of Tsebo – is the foundation of our purpose. The result is a knowledgeable workforce that is in touch with every nuance of our clients’ needs. DOWNLOAD OUR ONE-PAGER to find out more about who we are in a nutshell.

Duties & Responsibilities

Financial Administration and Control

• Ensure compliance with all Tsebo financial policies, procedures, and delegated authority requirements.
• Process supplier invoices accurately and within required deadlines.
• Monitor purchase orders and track site expenditure against budget.
• Verify completed services and supporting documentation before invoice submission.
• Perform monthly supplier account reconciliations and resolve discrepancies.
• Maintain accurate financial records and filing systems.
• Support audits through accurate record management and document availability.
• Assist with monthly reporting and expenditure analysis.

Supplier and Contract Administration

• Manage supplier onboarding documentation and records.
• Maintain supplier databases and compliance documentation.
• Liaise with suppliers regarding invoicing, contract requirements, and service documentation.
• Track outstanding documentation and ensure compliance with service agreements.
• Support contract administration activities and maintain accurate records.

Operational Administration

• Provide administrative support to the Facilities Management team.
• Manage correspondence, incoming communications, and document control processes.
• Maintain CAFM system records and ensure data accuracy.
• Generate reports and administrative documentation as required.
• Coordinate meeting arrangements, schedules, and operational records.
• Support implementation of operational processes and continuous improvement initiatives.

Customer Service and Stakeholder Management

• Deliver professional and responsive support to clients and stakeholders.
• Address customer enquiries and escalate unresolved issues appropriately.
• Monitor customer service requests and ensure timely resolution.
• Assist in conducting customer satisfaction surveys and feedback analysis.
• Build positive working relationships with clients, suppliers, and internal teams.
• Promote a customer-centric service culture across the site.

Compliance, Governance and Systems Management

• Ensure compliance with company policies, health and safety requirements, and contractual obligations.
• Maintain confidentiality and safeguard sensitive information.
• Support accurate management of CAFM and related systems.
• Ensure all documentation is retained according to company standards.
• Contribute to risk management and compliance monitoring activities.

Skills and Competencies

• Financial administration and invoice processing.
• CAFM system administration.
• Microsoft Excel reporting and data management.
• Supplier management and document control.
• Records management.
• Report writing.
• Customer service administration.
• Budget tracking and expenditure monitoring.
• Data accuracy and quality control

Qualifications

Qualifications

• Grade 12 / Matric
• Diploma in Administration, Finance, Accounting, Bookkeeping, Facilities Management, or a related field.
• Additional facilities management or customer service certifications
• Proficient in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint).
• Experience using CAFM, ERP, or facilities management systems.

Experience

• Minimum 3 years' administrative experience within Facilities Management, Property Management, Business Support Services, or a related environment.
• Experience processing supplier invoices and maintaining financial records.
• Experience working with multiple stakeholders and service providers.