Job Description

POSITION PURPOSE
To provide comprehensive administrative and coordination support for facilities management operations, ensuring efficient workflow, compliance, and client satisfaction. This includes procurement, contractor management, soft services oversight, event coordination, and accurate reporting to maintain service excellence and operational standards.
KEY RESPONSIBILITIES
Administrative & Coordination

• Manage all administration related to Soft Services (cleaning, garden maintenance, events).
• Process service requests and monitor delivery timelines.
• Capture and track invoices once approved; maintain invoice schedule.
• Request, follow up, and record quotes from suppliers.
• Maintain manual and digital filing systems.
• Prepare monthly standby duty roster and staff overtime submissions.

Contractor & Compliance Management

• Manage contractors on-site, ensuring adherence to company policies and HSE requirements.
• Open and close Permit-to-Work (PTW) procedures.
• Source and vet soft services contractors and suppliers.
• Ensure contractor compliance with safety files and documentation.
• Monitor contractor response times and escalate delays.

Soft Services & Event Management

• Coordinate functions and events; compile weekly schedules.
• Conduct bi-monthly site walk-downs with cleaning and grounds service providers.
• Meet regularly with cleaning supervisors and service providers.
• Participate in weekly functions meetings and update schedules.
• Ensure compliance with cleaning schedules and standards.

Reporting & Documentation

• Prepare routine maintenance schedules and soft services reports.
• Attend client meetings and provide accurate updates.
• Submit monthly maintenance and compliance reports to FM team.

Communication & Stakeholder Management

• Act as liaison between company, client, and contractors.
• Promote positive relationships and uphold company image.
• Ensure timely communication and resolution of issues.

HEALTH, SAFETY & COMPLIANCE

• Adhere to all company safety protocols and legal requirements.
• Ensure contractors comply with HSE standards and PTW procedures.
• Report incidents, hazards, and non-compliance promptly.

PERFORMANCE MEASUREMENTS

• Accuracy and timeliness of administrative tasks and reporting.
• Compliance with procurement and invoice processes.
• Contractor response time and compliance rate.
• Successful coordination of events and soft services.
• Positive client feedback and stakeholder satisfaction.

QUALIFICATIONS & EXPERIENCE

• Education: Matric (Grade 12); Facilities Management or Administration qualification advantageous.
• Certification: Computer literacy essential (MS Office: Excel, Word, Outlook).
• Experience:

o Experience in administration or facilities management environment advantageous.
o Experience in property management or soft services coordination advantageous.
SKILLS & COMPETENCIES

• Strong organizational and time management skills.
• Excellent communication and interpersonal abilities.
• Problem-solving and adaptability in a fast-paced environment.
• Knowledge of procurement and invoice processing.
• Ability to manage multiple priorities and meet deadlines.
• Familiarity with CAFM systems and reporting tools (advantageous).

BEHAVIOURAL COMPETENCIES

• Professionalism and integrity.
• Teamwork and collaboration.
• Initiative and accountability.
• Client-focused approach.

WORK ENVIRONMENT & PHYSICAL REQUIREMENTS

• Office-based with regular site visits.
• Ability to work under pressure and meet tight deadlines.
• Occasional after-hours or weekend work for events.

Skills Required