Company: Tsebo Facilities Solutions
Position: Facilities Administrator (12-Month Fixed Term Contract)
Job Type: Part-Time | Fixed-Term Contract (12 Months)
Reference Number: TSE260721-12
Location: Johannesburg, Gauteng, South Africa
Closing Date: 28 July 2026

Facilities Administrator Vacancy at Tsebo Facilities Solutions

Tsebo Facilities Solutions is inviting applications from organised and detail-oriented professionals for a Facilities Administrator position based in Johannesburg, Gauteng. This 12-month fixed-term contract offers an excellent opportunity to gain valuable experience within one of Africa’s leading integrated workplace management companies.

The successful candidate will provide administrative support to the operations department by managing work orders, purchase orders, contractor compliance documentation, client reporting, and invoicing processes. This role is ideal for individuals who have strong administrative skills, enjoy working with documentation and reporting, and are passionate about delivering excellent customer service.

Whether you have experience in facilities management, property management, procurement, or office administration, this position provides an opportunity to develop your career within a well-established organisation.

About Tsebo Facilities Solutions

Tsebo Facilities Solutions is a division of the Tsebo Solutions Group, a leading African provider of integrated workplace management solutions. The company delivers services across multiple industries, helping organisations improve efficiency, reduce costs, minimise operational risks, and maintain safe and productive working environments.

Tsebo offers a wide range of professional services, including:

• Facilities Management
• Security Services
• Catering Services
• Cleaning and Hygiene
• Pest Control
• Engineering Services
• Energy Management
• Procurement Solutions
• Workspace Design
• Remote Camp Management

The company believes that its employees are its greatest asset and is committed to investing in continuous learning, skills development, and career growth.

Purpose of the Position

The Facilities Administrator will play a vital role in ensuring that maintenance operations are properly coordinated, documented, monitored, and reported. The successful candidate will support operational teams by administering work orders, coordinating procurement activities, maintaining contractor compliance records, preparing management reports, and assisting with accurate client invoicing.

Attention to detail, organisational ability, and effective communication are essential for success in this role.

Key Responsibilities

Work Order Administration

The successful candidate will be responsible for:

• Receiving and logging maintenance requests.
• Creating and allocating work orders using the company’s management system.
• Monitoring the progress of maintenance work from initiation to completion.
• Following up with technicians, subcontractors, and suppliers regarding outstanding work.
• Ensuring work orders are completed within agreed Service Level Agreements (SLAs).
• Verifying that all supporting documentation is attached to completed work orders.
• Maintaining accurate records of reactive, preventative, and project-related maintenance activities.
• Preparing work order status reports for management and clients.

Purchase Order Administration

Responsibilities include:

• Generating purchase orders according to company procurement policies.
• Obtaining quotations from approved suppliers.
• Verifying supplier pricing and documentation.
• Ensuring purchase orders receive the necessary approvals before being issued.
• Monitoring supplier deliveries and order progress.
• Resolving purchase order discrepancies.
• Assisting with procurement reporting and budget monitoring.

Compliance Administration

The Facilities Administrator will maintain contractor and supplier compliance records by ensuring all required documentation is current, including:

• Public Liability Insurance
• Letter of Good Standing
• COIDA Registration
• Tax Clearance Certificates
• B-BBEE Certificates
• Health and Safety Files
• Medical Certificates (where applicable)
• Induction Records
• Competency Certificates
• Risk Assessments
• Method Statements

The successful candidate will also monitor document expiry dates, update compliance records, assist during audits, and maintain contractor access approvals.

Client Reporting

Reporting responsibilities include:

• Preparing daily, weekly, and monthly operational reports.
• Compiling Key Performance Indicator (KPI) reports.
• Monitoring Service Level Agreement (SLA) performance.
• Preparing preventative maintenance reports.
• Recording breakdowns and corrective actions.
• Producing professional reports for clients and management.
• Ensuring all reports are accurate and submitted on time.

Client Invoicing

The successful candidate will:

• Prepare invoices for completed maintenance work.
• Verify supporting documentation before invoicing.
• Ensure client approvals and purchase orders are in place.
• Compile invoice packs containing signed job cards, quotations, purchase orders, delivery notes, completion certificates, and supporting photographs.
• Maintain invoice tracking schedules.
• Follow up on outstanding payments.
• Assist with monthly revenue reporting.

Document Control

The Facilities Administrator will:

• Maintain electronic and manual filing systems.
• Organise operational documentation.
• Manage service agreements and contract documentation.
• Maintain version control of reports.
• Ensure records comply with company document retention policies.
• Keep documentation readily available for audits and inspections.

Administrative Support

Additional responsibilities include:

• Taking meeting minutes.
• Updating action registers.
• Coordinating contractor and technician schedules.
• Managing client correspondence.
• Updating operational databases.
• Assisting with audits, inspections, and special operational projects.
• Supporting managers with day-to-day administrative functions.

Minimum Requirements

Applicants should have:

• Grade 12 (Matric).
• A Diploma or Certificate in Administration, Facilities Management, Procurement, Finance, or a related field will be advantageous.
• At least 3 years of administration experience.
• Experience in facilities management, maintenance, property management, or service-related industries.
• Experience using work order management systems.
• Experience in procurement administration.
• Experience with purchase order processing.
• Experience preparing client invoices and operational reports.

Skills and Competencies

The ideal candidate should possess:

• Excellent administrative skills.
• Strong organisational ability.
• Outstanding attention to detail.
• Good report-writing skills.
• Strong document management skills.
• Excellent communication skills.
• Professional customer service approach.
• Analytical thinking and problem-solving abilities.
• Ability to work independently and within a team.
• Ability to manage multiple priorities and meet deadlines.
• Strong time management skills.
• High level of integrity and professionalism.
• Ability to work under pressure.

Computer Skills

Applicants should have good working knowledge of:

• Microsoft Excel
• Microsoft Word
• Microsoft Outlook
• Microsoft Teams

Knowledge of the following systems will be advantageous:

• Microsoft Dynamics 365 (D365)
• Pragma Maintenance Management System

Why Join Tsebo Facilities Solutions?

Working at Tsebo Facilities Solutions provides an opportunity to become part of one of Africa’s leading workplace management companies. Employees enjoy exposure to large-scale facilities operations while working alongside experienced professionals in a supportive environment.

Benefits of joining Tsebo include:

• Valuable industry experience.
• Exposure to facilities and maintenance management.
• Opportunities for professional development.
• Ongoing learning and training.
• Experience with nationally recognised clients.
• A collaborative and professional working environment.
• Opportunities to build long-term career prospects within the Tsebo Solutions Group.

Career Opportunities

This position provides valuable experience that can lead to careers such as:

• Facilities Coordinator
• Office Administrator
• Procurement Administrator
• Maintenance Administrator
• Property Administrator
• Operations Administrator
• Compliance Administrator
• Facilities Manager
• Contracts Administrator
• Project Administrator

Application Tips

To improve your chances of being shortlisted:

• Ensure your CV is updated with your latest administrative experience.
• Highlight your experience in facilities management or maintenance administration.
• Include examples of work order management and purchase order processing.
• Mention any experience with invoicing, procurement, and client reporting.
• Include all relevant qualifications and certificates.
• Proofread your application before submitting it.

Important Information

Only shortlisted applicants will be contacted regarding the recruitment process. Meeting the minimum requirements does not automatically guarantee an interview.

Closing Date

28 July 2026

Applications submitted after the closing date may not be considered.

How to Apply