Administration Specialist - Facilities at Council for Geoscience (CGS)

Overall Job Purpose     :

• Lead all facility administration operations to ensure that utility bills are settled in time, administer space utilisation, oversee cleaning of workspaces, maintenance of garden and yards, oversee coordination of waste management, monitoring of service provider contracts and lease agreements and leading of staff.

KEY RESPONSIBILITIES

• Manage office allocations and seating plans.
• Allocate parking bays and manage usage thereof.
• Handle office moves and logistical requirements.
• Ensure offices and workplaces are compliant with cleanliness standards.
• Conduct intermittent inspections of workplaces for cleanliness and orderliness.
• Manage, monitor and evaluate vendor contracts.
• Ensure campus yards and gardens are clean and well taken care of.
• Coordinate pest, rodents’ control and other infestations.
• Develop, establish and maintain a waste management plan across the organisation.
• Liaise with municipalities and external vendors for efficient waste collection.
• Drive cost saving through waste recycling and reuse initiatives.
• Ensure meter readings are correct and reconcile with municipal and tenant utility invoices.
• Review tariffs and address billing queries and disputes to ensure timely resolution.
• Manage all lease contracts/service level agreements.
• Lead regional offices, canteen, hygiene and ground staff.
• Establish, implement and maintain facilities administration procedures that meet chosen ISO standards requirements.
• Generate facilities utilisation reports (i.e. office, parking, meeting rooms).
• Generate monthly canteen customer service reports.
• Generate monthly waste reports.
• Generate monthly facilities customer service reports.
• Manage staff time, attendance, discipline and performance in your area.
• Implement corrective action measures for non-conformities for compliance, audits, risk and safety, health environment and quality.
• Keeping of records as per applicable policies and procedures.

KEY PERSONAL ATTRIBUTES

• Excellent, interpersonal, organisational and communication abilities.
• Strong operational and hands-on leadership style.
• Attention to detail.
• Problem solving.
• Customer orientated.
• Reliability and Accountability.
• Communication.
• Teamwork and Collaboration.
• Adaptability and Flexibility.
• Integrity and Confidentiality.

EDUCATIONAL QUALIFICATIONS

• Grade 12; and
• Bachelor’s degree in Facilities management/Business administration or equivalent.

KNOWLEDGE AND EXPERIENCE

• Minimum of five (5) years’ experience in a multipurpose/mixed-use facility.
• In-depth knowledge of National Building Regulations and Building Standards Act 103 of 1977 – SANS 10400.
• Proficient with SAP.
• In-depth knowledge of ISO 9001 standard requirements.
• In-depth knowledge of OHSA 85 of 1993 and regulations and Food safety regulations and standards.
• Competency in Project management.

Deadline:28th January,2026