Facilities and Maintenance Administrator

About the role

This position is responsible for coordinating and overseeing daily facilities operations for a retail business in Cape Town. The role ensures a safe, compliant, and efficient environment while supporting business continuity and operational excellence.

Key responsibilities

• Schedule and manage daily activities of cleaners, maintenance crew, stationery team, and fleet.
• Plan and execute both preventive and reactive maintenance to minimise disruption.
• Liaise with landlords, tenants, contractors, suppliers and service providers.
• Handle security matters, including incident reporting, CCTV and access control.
• Monitor health, safety and environmental compliance of the buildings.
• Conduct routine site inspections and identify maintenance needs.
• Coordinate office relocations, renovations and workspace planning.
• Manage facilities budgets, track expenditure and process purchase orders, quotations, invoices and service agreements.
• Maintain accurate facilities documentation and asset registers.
• Ensure external vendors meet service level agreements.
• Investigate incidents, coordinate corrective actions and support emergency preparedness.
• Oversee office space utilisation, occupancy and utility cost‑saving initiatives.
• Provide administrative support related to facilities management and build strong stakeholder relationships.

Required profile

• Matric (Grade 12) minimum; a diploma, certificate or experience in facilities management, technical trades or OHS is preferred.
• 2–5 years of experience in facilities coordination, building maintenance or related administration.
• Experience managing vendors and conducting compliance inspections.
• Strong communication, negotiation and problem‑solving abilities.
• Ability to manage multiple teams and budgets simultaneously.

Required skills

• Proficiency in MS Office.
• Knowledge of building systems such as electrical and plumbing.
• Understanding of basic occupational health and safety (OHS) regulations.

What we offer

• Competitive monthly salary.
• Opportunity to work in a dynamic retail environment.
• Professional development and growth prospects.