Facilities Administrator – Johannesburg

About the role

A leading organisation is looking for an experienced Facilities Administrator to support the Facilities Executive and the wider Facilities Management team. The role involves handling administrative, financial and operational tasks that keep maintenance operations running smoothly.

Key responsibilities

• Provide administrative support to the Facilities Executive and Facility Managers, including correspondence, meeting minutes and report preparation.
• Receive, monitor and track maintenance requests and work orders in the FG Nexus system, ensuring timely closure and escalation of overdue items.
• Maintain annual preventative maintenance schedules, coordinate contractor appointments and monitor completion of planned activities.
• Manage contractor databases, compliance documentation, insurance certificates and site access requirements.
• Maintain up‑to‑date compliance records for OHS, fire safety, electrical certificates, lift inspections, gas, pressure vessels, water quality and pest control.
• Obtain supplier quotations, prepare purchase requisitions, verify deliveries, process invoices and reconcile supplier statements.
• Capture facilities expenditure, monitor budgets, prepare expenditure reports and track purchase orders.
• Maintain accurate asset registers, warranty information and support annual asset verification exercises.

Required profile

• Diploma or Certificate in Business Administration, Facilities Management, Office Administration or a related field.
• Minimum three years’ experience in facilities, property or maintenance administration.
• Experience in a property or facilities management environment, including procurement and contractor documentation.
• Proficiency with maintenance or property management software and the Microsoft Office Suite.
• Strong organisational skills with the ability to manage multiple tasks and meet deadlines.

Required skills

• Microsoft Office Suite (Word, Excel, PowerPoint).
• FG Nexus or similar maintenance management system.