Assistant – Facilities Manager

About the Role

Based in Sandringham, Johannesburg, this position supports the Facilities Department through administrative, operational, and supervisory functions, ensuring smooth coordination of facilities services, contractors, and related support activities to optimize departmental operations.

Key Responsibilities

• Communicate daily with outsourced contractors to monitor their performance, maintain effective communication, and address operational issues promptly.
• Coordinate contractor site visits, ensuring compliance with safety and site protocols.
• Verify and process contractor invoices and statements accurately, documenting transactions thoroughly.
• Maintain detailed records of contractor documents, service reports, and compliance certifications.
• Resolve creditor and debtor inquiries by collaborating with the Finance Department and contractors.
• Track maintenance and service requests, guaranteeing timely resolution and closure.
• Develop and manage service schedules to ensure routine maintenance tasks are completed within deadlines.
• Solicit quotations from suppliers and contractors, prepare comparison charts when needed, and issue purchase orders following company guidelines.
• Conduct site inspections, surveys, and audits, compiling reports based on findings.
• Assist the Facilities Manager with project management, contract handling, and tender preparation.
• Provide general administrative and operational support to the Facilities Manager and department team members.
• Supervise daily operations of assigned support service areas to meet service standards and departmental goals.
• Generate routine departmental reports as requested.
• Organize and update filing systems to ensure document accuracy, accessibility, and organization.
• Prepare meeting agendas and record precise minutes, ensuring follow-up on action points.
• Manage inventory and replenishment of stationery and office supplies within the department.
• Collaborate with remote site personnel to deliver administrative and operational support as necessary.

Qualifications and Experience

• Completed Grade 12/Matric certificate.
• Possession of a certificate or diploma in Facilities Management, Business Administration, Office Administration, or a related discipline is beneficial.
• At least three years of experience in administrative, facilities coordination, or operational support roles.
• Familiarity with contractor and service provider coordination is advantageous.
• Proficient in Microsoft Office suite, especially Excel and Outlook.

Preferred Skills

• Strong organizational and planning capabilities.
• Excellent attention to detail and adeptness in maintaining records.
• Effective communication and interpersonal skills.
• Ability to multitask and ensure task completion.
• Practical problem-solving approach and self-initiative.