Facilities Officer at Empact Group

Purpose of the role

• The purpose of this position is to manage and coordinate the Business Unit’s day-to-day site facilities activities, ensuring that the facility remains safe, functional, well maintained and operational in line with the client’s Service Level Agreement (SLA), operational requirements and applicable legislation.
• The Facilities Officer is responsible for coordinating site maintenance, monitoring contractors and service providers, supporting facilities-related projects, managing site services and consumables, and maintaining accurate financial, administrative and compliance records.

Minimum education and experience

• Minimum 2 years’ proven technical maintenance experience within a service delivery environment.
• 2–3 years’ experience in Facilities Management, Property Management, Site Maintenance or a related environment.
• Experience managing contractors, suppliers and vendor relationships.
• Experience in facilities-related financial administration, including invoice capturing and verification.
• Experience in preparing Purchase Orders based on approved quotations.
• Ability to review and analyse quotations against approved client budgets.
• Basic understanding of General Ledger expenses and facilities-related expenditure.
• Experience in basic project administration, reporting and document management.
• Working knowledge of building maintenance, facilities services and site operations.
• Computer literacy, particularly Microsoft Office and Excel.
• Valid driver’s licence and own transport will be advantageous.

Key Areas of responsibility:

Site Facilities & Maintenance

• Conduct regular site inspections to ensure the facility remains safe, functional and operational, with minimal disruption to business activities.
• Coordinate and monitor planned, preventative and reactive maintenance activities.
• Ensure maintenance and building-related work complies with the Occupational Health and Safety Act, applicable legislation and National Building Regulations.
• Coordinate repairs and replacements of office equipment, fixtures and facilities.
• Monitor cleaning services and ensure agreed cleaning standards and routines are maintained.
• Assist the IT team with office reticulation and related infrastructure projects where required.
• Monitor outsourced facilities services to ensure effective service delivery.
• Ensure adequate stock levels of cleaning materials, refreshments and other site consumables are maintained.
• Build and maintain professional relationships with landlords, municipalities, utilities and relevant government institutions, including Eskom, City Power and Public Works where applicable.
• Identify and escalate facilities, maintenance, safety and operational risks.

Contractor & Vendor Management

• Liaise with internal and external suppliers, contractors and service providers to ensure delivery in accordance with agreed SLAs and service standards.
• Monitor the performance of building services, security, access control, cleaning and other outsourced service providers.
• Ensure contractors adhere to site requirements, health and safety standards and applicable security and access-control procedures.
• Address service delivery issues and resolve conflicts with minimal disruption to daily operations.
• Escalate contractor performance or non-performance issues to the Line Manager where required.
• Maintain effective working relationships with service providers and ensure appropriate follow-up on outstanding work.

Facilities Project Administration

• Coordinate and monitor facilities-related projects from commencement through to completion.
• Ensure project information submitted to management is accurate, complete and submitted within required timeframes.
• Obtain and review quotations and ensure proposed expenditure aligns with approved budgets.
• Develop and process Purchase Orders in accordance with approved quotations and internal procedures.
• Monitor project costs, quality, progress and timelines.
• Identify opportunities to improve processes, reduce turnaround times and enhance facilities service delivery.
• Communicate regularly with contractors regarding project progress and attend project/site meetings where required.
• Ensure projects are delivered within agreed cost, quality and time parameters.

Financial & Administrative Management

• Capture, verify and process facilities-related invoices.
• Review quotations and expenditure against approved client budgets.
• Develop Purchase Orders based on approved quotations.
• Monitor and analyse General Ledger expenses relating to facilities activities.
• Assist with the reconciliation and analysis of expenditure against client invoices.
• Maintain accurate records of quotations, Purchase Orders, invoices and supporting documentation.
• Prepare basic financial, operational and facilities reports as required.

Document & Compliance Management

• Compile and submit facilities and site reports accurately and within required deadlines.
• Conduct quality checks on contractor, maintenance and project documentation.
• Review contractor documentation to ensure required information and compliance requirements have been met.
• Ensure documentation is accurate, complete and appropriately authorised.
• Maintain organised electronic and hard-copy records of permits, leases, service agreements, contractor documentation, project records and relevant correspondence.
• Ensure facilities documentation is maintained in accordance with organisational and client requirements.

Key Competencies

• Facilities Management & Site Operations
• Technical Maintenance Coordination
• Contractor & Vendor Management
• Problem Solving & Fault-Finding
• Planning & Organising
• Financial & Commercial Awareness
• Project Administration
• Health, Safety & Compliance
• Stakeholder Management
• Professionalism in a Security-Conscious Environment

Closing Date 18 September 2026