Facilities Officer

Empact Group · KwaZulu-Natal

Stop applying one at a time.

JobAlertsZA auto-applies to South African jobs like this one for you, overnight. Upload your CV once — we do the applying.

Purpose of the role

The purpose of this position is to manage and coordinate the Business Unit's day-to-day site facilities activities, ensuring that the facility remains safe, functional, well maintained and operational in line with the client's Service Level Agreement SLA, operational requirements and applicable legislation.
The Facilities Officer is responsible for coordinating site maintenance, monitoring contractors and service providers, supporting facilities-related projects, managing site services and consumables, and maintaining accurate financial, administrative and compliance records.

Minimum education and experience

Minimum 2 years' proven technical maintenance experience within a service delivery environment.
2–3 years' experience in Facilities Management, Property Management, Site Maintenance or a related environment.
Experience managing contractors, suppliers and vendor relationships.
Experience in facilities-related financial administration, including invoice capturing and verification.
Experience in preparing Purchase Orders based on approved quotations.
Ability to review and analyse quotations against approved client budgets.
Basic understanding of General Ledger expenses and facilities-related expenditure.
Experience in basic project administration, reporting and document management.
Working knowledge of building maintenance, facilities services and site operations.
Computer literacy, particularly Microsoft Office and Excel.
Valid driver's licence and own transport will be advantageous.

Key Areas of responsibility

Site Facilities & Maintenance

Conduct regular site inspections to ensure the facility remains safe, functional and operational, with minimal disruption to business activities.
Coordinate and monitor planned, preventative and reactive maintenance activities.
Ensure maintenance and building-related work complies with the Occupational Health and Safety Act, applicable legislation and National Building Regulations.
Coordinate repairs and replacements of office equipment, fixtures and facilities.
Monitor cleaning services and ensure agreed cleaning standards and routines are maintained.
Assist the IT team with office reticulation and related infrastructure projects where required.
Monitor outsourced facilities services to ensure effective service delivery.
Ensure adequate stock levels of cleaning materials, refreshments and other site consumables are maintained.
Build and maintain professional relationships with landlords, municipalities, utilities and relevant government institutions, including Eskom, City Power and Public Works where applicable.
Identify and escalate facilities, maintenance, safety and operational risks.

Contractor & Vendor Management

Liaise with internal and external suppliers, contractors and service providers to ensure delivery in accordance with agreed SLAs and service standards.
Monitor the performance of building services, security, access control, cleaning and other outsourced service providers.
Ensure contractors adhere to site requirements, health and safety standards and applicable security and access-control procedures.
Address service delivery issues and resolve conflicts with minimal disruption to daily operations.
Escalate contractor performance or non-performance issues to the Line Manager where required.
Maintain effective working relationships with service providers and ensure appropriate follow-up on outstanding work.

Facilities Project Administration

Coordinate and monitor facilities-related projects from commencement through to completion.
Ensure project information submitted to management is accurate, complete and submitted within required timeframes.
Obtain and review quotations and ensure proposed expenditure aligns with approved budgets.
Develop and process Purchase Orders in accordance with approved quotations and internal procedures.
Monitor project costs, quality, progress and timelines.
Identify opportunities to improve processes, reduce turnaround times and enhance facilities service delivery.
Communicate regularly with contractors regarding project progress and attend project/site meetings where required.
Ensure projects are delivered within agreed cost, quality and time parameters.

Financial & Administrative Management

Capture, verify and process facilities-related invoices.
Review quotations and expenditure against approved client budgets.
Develop Purchase Orders based on approved quotations.
Monitor and analyse General Ledger expenses relating to facilities activities.
Assist with the reconciliation and analysis of expenditure against client invoices.
Maintain accurate records of quotations, Purchase Orders, invoices and supporting documentation.
Prepare basic financial, operational and facilities reports as required.

Document & Compliance Management

Compile and submit facilities and site reports accurately and within required deadlines.
Conduct quality checks on contractor, maintenance and project documentation.
Review contractor documentation to ensure required information and compliance requirements have been met.
Ensure documentation is accurate, complete and appropriately authorised.
Maintain organised electronic and hard-copy records of permits, leases, service agreements, contractor documentation, project records and relevant correspondence.
Ensure facilities documentation is maintained in accordance with organisational and client requirements.

Key Competencies

Closing Date 18 September 2026