Facilities Administrator

About the role

The Facilities Administrator will support the Facilities Manager in delivering efficient building operations, maintenance, and tenant services across Old Mutual's property portfolio. This role ensures compliance, safety, and smooth coordination of contractors and service requests.

Key responsibilities

• Validate contractor invoices against documentation before payment.
• Coordinate planned and reactive maintenance activities.
• Log, monitor and close maintenance requests using the Facilities Management System.
• Maintain accurate maintenance records, asset registers, service reports and statutory compliance documents.
• Assist in planning and scheduling preventative maintenance programmes.
• Verify job cards, quotations, invoices and completed work prior to processing.
• Oversee maintenance of HVAC, electrical, plumbing, lifts, generators, fire and water systems.
• Support statutory inspections, audits and health‑safety compliance programmes.
• Maintain health, safety and environmental records and ensure contractor OHS compliance.
• Communicate planned maintenance and service disruptions to property managers.
• Prepare monthly facilities, contractor and compliance reports.
• Track maintenance expenditure and assist with budget administration.
• Maintain inventory records for facilities assets and consumables.
• Provide administrative support to the Facilities Manager and assist with procurement activities.

Required profile

• Qualification in Real Estate or Business.
• 1‑2 years experience in the real estate or facilities management sector.
• Strong competency in facilities management administration, contractor coordination, maintenance planning, health & safety compliance, asset & inventory management, customer service, report writing and budget administration.

Required skills

• Microsoft Office
• Facilities Management System (FM5 000)