Facilities Administrator (Western Cape) at Profile Personnel

Role Purpose

• Provide specialized administrative and operational support to the Facilities Management team, serving as the central point for maintenance workflows, financial procurement, and regulatory compliance. Ensure smooth operations across a multi-asset portfolio, maintain accurate data, and deliver excellent service to tenants while protecting assets and optimizing Net Operating Income.

Key Responsibilities

Helpdesk & Maintenance Coordination

• Serve as the primary contact for all maintenance queries (phone, email, portal).
• Triage issues: emergency, routine, and tenant-responsible.
• Create and assign Job Cards in property management/CAFM systems to approved vendors.
• Monitor service levels and escalate non-performance to the Facilities Manager.
• Keep tenants informed on job status and provide 48 hours’ notice for planned maintenance.

Financial Administration & Procurement

• Issue Purchase Orders for approved work and verify budget availability.
• Perform invoice processing and “Three-Way Matches” (PO + Invoice + POD) ensuring VAT compliance.
• Code expenses accurately to GL accounts and identify recoverable costs for tenant billing.
• Collate and validate utility readings, flagging anomalies.
• Monitor and manage costs within approved budgets.

Governance, Compliance & Risk Management

• Administer vendor onboarding, including verification of legal and financial documentation.
• Maintain safety compliance files, including COIDA and Public Liability Insurance for contractors.
• Ensure operations align with relevant legislation, audit standards, and REMS policies.
• Support risk mitigation initiatives and implementation of safety measures.

Operational Support & Administration

• Coordinate contractor access, issuing permits and notifying security teams.
• Prepare and distribute accurate management reports on maintenance, budget, and compliance.
• Maintain organized filing of warranties, certificates, plans, and keys.

People & Stakeholder Management

• Build strong relationships with tenants, project managers, service providers, and internal stakeholders.
• Resolve queries professionally and within agreed timelines.
• Support performance management, team culture initiatives, and personal development.

Requirements & Competencies

Qualifications & Experience

• Matric / Grade 12 required.
• Facilities Management, Property, Business Administration, or related qualifications are advantageous.
• 2–5 years’ experience in facilities or property administration, preferably in corporate, real estate, or banking environments.

Technical Skills

• Proficient in property management systems such as MDA Property Manager and MRI.
• Advanced MS Office skills (Excel, Word, Outlook).
• Working knowledge of OHS Act and COIDA.