Facilities Assistant - Johannesburg at Hatch

• We are seeking a proactive and detail-oriented Facilities Assistant to support the day-to-day operations of our offices, ensuring a safe, efficient, and well-maintained environment through effective coordination of maintenance, vendors, and workplace services.
• The Facilities Assistant supports the efficient operation and maintenance of facilities across multiple locations, including Greenstone, Cape Town, Durban, East London, and Botswana. This role works closely with the Facilities team, contractors, and internal stakeholders to ensure a safe, functional, and well-managed work environment.

Key Responsibilities

• Manage and coordinate Zendesk helpdesk job cards in collaboration with the Facilities Assistant and Facilities Manager.
• Review reported issues prior to contractor assignment to ensure accuracy and completeness.
• Liaise with full-time and ad hoc contractors, facilitating site access and oversight of required work.
• Monitor progress and ensure all maintenance and repair work is completed to required standards.
• Initially support the Greenstone office, with gradual expansion to additional locations.
• Utilize the SmartSM Procurement System to manage sourcing and procurement activities.
• Generate supplier inquiries and invitations to bid based on approved job cards.
• Compile and review supplier quotations and submit for Facilities Manager approval.
• Coordinate with contractors to clarify scope or pricing where necessary.
• Process purchase orders (POs), ensuring appropriate approvals and accurate recordkeeping.
• Submit finalized POs to contractors and Finance, maintaining updated records in relevant systems.
• Coordinate contractor activities and maintain professional relationships with vendors.\
• Complete and upload contractor performance evaluations to SharePoint.
• Assist with the collection and submission of contractor health and safety documentation in conjunction with the Facilities Manager and HSE team.
• Support stationery distribution and maintain accurate tracking records.
• Receive and manage printer toner deliveries and replace as required (primarily for Greenstone).
• Assist in meeting room and event setups, ensuring all logistical and technical requirements are met.
• Assist in issuing, maintaining, and recovering access cards for employees, visitors, contractors, and partners.
• Capture and manage employee access card photographs and maintain secure records.
• Monitor and report on access card inventory levels.

Assist in the management of the long-term residential housing portfolio, including:

• Coordination with HR Mobility, landlords, and rental agents
• Lease administration, maintenance coordination, and property handovers
• Preparation of financial documentation and monthly reporting on occupancy
• Support internal booking and management of company-owned residential units.
• Manage local employee relocation processes, including:
  • Coordination of relocation requests with HR Mobility and approvers
  • Obtaining, reviewing, and processing vendor quotations
  • Overseeing relocation execution and resolving any related issues or claims

• Support the collection and review of contractor health and safety documentation.
• Ensure compliance with internal safety standards and regulatory requirements.
• Provide backup support to the Facilities team during periods of leave or absence.

Qualifications & Experience

• Post-secondary education in Facilities Management, Business Administration, or a related field.
• 1–3 years of relevant experience in facilities coordination, office administration, or similar role.
• Experience with helpdesk systems (e.g., Zendesk) and procurement platforms is preferred.
• Basic understanding of vendor management, facilities operations, and office services.
• Strong organizational and multitasking skills
• Excellent communication and stakeholder management abilities
• High attention to detail and problem-solving capability
• Proficiency in Microsoft Office and administrative systems
• Ability to work independently and collaboratively
• Customer-focused approach with a proactive mindset
• Ability to handle sensitive information with discretion