๐ Job Opportunity: Admin & Facilities Assistant (Permanent) โ Roodepoort
Location: Roodepoort
Job Type Classification: Permanent
Closing Date: 14 December 2025
Salary: R237,720 per annum
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Listing Reference: sanbs_003083
Industry: Non-Profit & Voluntary Sector
Category: Office Support
Business Unit: Admin & Facilities
Are you an organised, service-driven individual with a passion for delivering excellent support to teams and customers? A reputable organisation in the non-profit sector is looking for a committed Admin & Facilities Assistant to join their Roodepoort office. This permanent role is perfect for someone who thrives in a structured environment, enjoys problem-solving, and wants to make an impact through efficient facilities and administrative support.
🌟 Introduction to the Role
The Admin & Facilities Assistant is responsible for providing comprehensive customer-oriented services to internal and external stakeholders. This includes account administration, contract oversight, facilities maintenance coordination, service desk management, and general office administration. The role requires a proactive and organised individual who can seamlessly support daily business operations while ensuring that all facilities-related processes run smoothly and professionally.
🔹 Key Responsibilities
The position is structured around five major Key Performance Areas (KPAs), each focusing on an essential operational function.
1️⃣ Account Administration & Contract Support
In this area, the successful candidate will manage billing, procurement entries, and contract follow-ups. Duties include:
- Requesting billing from contracted service providers when automated systems have not provided invoices.
- Creating shopping carts for fixed fee orders or once-off services.
- Following up on approval processes according to the Delegation of Authority (DOA).
- Ensuring confirmations on SAP are processed within 48 hours of receiving invoices and job cards.
- Sending documents to the Finance Department and confirming payments.
- Escalating late or missing payments to the Line Manager.
- Maintaining an updated account tracking spreadsheet.
- Liaising with service providers to resolve account-related issues.
This KPA ensures that all financial and contractual processes aligned to facilities services are handled efficiently and within organisational policies.
2️⃣ Administration & Support of On-Site Services
This includes managing and coordinating repairs, maintenance, and service desk tasks.
Responsibilities include:
- Logging repairs and maintenance requests on systems such as SAP Plant Maintenance or ICT Service Desk across categories like electrical, plumbing, HVAC, general repairs, and more.
- Coordinating repairs with internal maintenance teams or external service providers.
- Managing the full life cycle of service desk tasks, from acceptance to progress updates and final closure.
- Ensuring upkeep and support for meeting rooms, kitchens, pause areas, access control, travel, training, and other common facilities.
- Handling all service-related queries and escalating issues when necessary.
This area ensures smooth daily operations and a safe, functional workplace.
3️⃣ Customer-Oriented Service Delivery
The Admin & Facilities Assistant must maintain a high standard of communication and professionalism.
Key duties include:
- Ensuring tasks are scheduled at the convenience of stakeholders and with minimal operational impact.
- Supporting walk-in customers, both scheduled and unscheduled.
- Prioritising tasks effectively and coordinating additional resources when needed.
- Gathering customer feedback and resolving outstanding issues before closing tasks.
- Participating in stakeholder meetings, providing updates, and capturing new action items.
- Escalating non-performance or poor service delivery.
- Supporting periodic customer surveys and linked improvement plans.
This ensures the organisation maintains excellent service standards across all facilities functions.
4️⃣ Effective Procurement Support
The role requires full understanding and compliance with procurement processes. Duties include:
- Creating shopping carts for non-contractual services and loading supplier quotes.
- Verifying receipt of orders and confirming scheduled service delivery.
- Ensuring safety files are approved for any work that could pose risk.
- Obtaining signed job cards and initiating payment processes.
- Sending supporting documents to Finance promptly.
- Closing purchase orders with Procurement once goods/services are fully received.
5️⃣ General Administration Support
This encompasses day-to-day office support tasks such as:
- Ordering and managing consumables.
- Collating and distributing internal and external mail.
- Mailroom support for external postage including finance, medical letters, and bulk statements.
- Proper filing for easy retrieval and audit compliance.
- Supporting messengers as needed.
These tasks keep the administrative environment organised and operational.
🧩 Required Competencies
Candidates must demonstrate:
Cognitive Skills
- Attention to detail
- Problem solving
- Planning & organising
- Analytical thinking
Personal Attributes
- Ethical behaviour
- Self-management
- Excellence orientation
- Drive and belief in the organisation’s mission
Interpersonal Skills
- Customer service orientation
- Teamwork
- Effective communication
Technical
- Administrative expertise
- MS Word & Excel
- SAP / SAP SRM
- Understanding of Health & Safety Act
🎓 Minimum Requirements
- Grade 12 (Matric)
- Certificate in Office Administration or related field (or relevant training courses completed)
- 2 years of experience in general office administration
- 1 year experience in service desk management
- 1 year experience in order processing and stock control
- Computer literacy (MS Office)
- SAP experience
- Valid Code 08 (B) Driver’s License
HOW TO APPLY?
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