Admin & Facilities Assistant Jobs

Introduction

The role involves providing customer-focused support to internal and external stakeholders. This includes handling account administration, contract support, on-site services, and managing service desk tasks. You will communicate directly with customers, arrange repairs and maintenance, and follow procurement processes.

Key Performance Areas (KPAs)

KPA 1: Account Administration and Contract Support

• Request billing from service providers on time if invoices are not received automatically.
• Create shopping carts for fixed fees under contracts or for one-off services.
• Follow up on approvals needed under the Delegation of Authority.
• Confirm services or goods received against approved purchase orders within set timelines, such as 48 hours.
• Send invoices and supporting documents to the Finance department for verification and payment.
• Check with Finance on payments and report any delays to your manager.
• Work with service providers to resolve account or service issues.
• Keep an updated tracking spreadsheet for all supported accounts.

KPA 2: Administration and Support of On-Site Services, Including Service Desk Tasks

• Log requests for general facilities repairs and maintenance through the SANBS system, like SAP Plant Maintenance or ICT service desk. Categorize requests, such as plumbing, electrical, or HVAC, for proper resource allocation.
• Coordinate repairs with third-party providers when internal teams cannot help.
• Monitor tasks on the service desk portal, accept those in your area, reassign if needed, and get support from internal or external resources.
• Manage the service desk effectively, from acceptance to completion, meeting service level agreements.
• Provide full support for common areas, like meeting rooms, kitchens, inspections of equipment, access control, repairs, travel support, and training.
• Handle queries and requests, and escalate to your manager or other departments when needed.

KPA 3: Providing Customer-Oriented Service to All Stakeholders

• Communicate professionally with stakeholders, scheduling tasks to suit their needs with minimal disruption to operations.
• Support walk-in requests efficiently, whether planned or sudden.
• Plan resources based on task priorities and request extra help if required.
• Get feedback from customers on completed tasks and resolve any issues before closing them.
• Attend stakeholder meetings, provide updates on actions, and note new tasks for timely follow-up.
• Report poor service to your manager.
• Support customer surveys and improvement actions for your area or the team.

KPA 4: Effective and Efficient Procurement

• Follow procurement processes for non-contract services and create shopping carts for quotes.
• Confirm with providers that orders are received and set delivery dates. Request approved orders if needed.
• Follow safety and environment policies to ensure no risky work starts without approval.
• Get signed job cards or invoices after work is done, and start the confirmation and payment process.
• Send supporting documents to Finance promptly.
• Work with Procurement to close purchase orders at the end of the financial period.

KPA 5: General Administration

• Order and control stock of consumables for supported areas.
• Help collect and sort internal and external mail, and pass it to the messenger for distribution.
• Support mailroom tasks, like preparing mail for postage, handling bulk items, medical letters, and returned mail.
• File documents properly for easy access and audits.

Competencies

Cognitive

• Attention to detail and analytical thinking
• Judgement and decision making
• Problem solving
• Planning, organizing, and monitoring

Personal

• Self-management
• Ethical behaviour
• Excellence orientation
• Drive and belief in the cause

Interpersonal

• Customer service orientation
• Teamwork
• Communication

Professional and Technical

Technical Skills:

• Administrative skills
• MS Word
• MS Excel
• SAP

Minimum Requirements

Education

• Grade 12
• Certificate in Office Administration or related qualification, or proof of relevant completed courses

Experience and Knowledge

• 2 years in general office administration
• 1 year in service desk management
• 1 year in order receipt and processing
• Stock control

Other Knowledge and Skills

• SAP and/or SAP SRM
• Computer literacy – MS Office
• Health and Safety Act
• Code 08 (Code B) Driver’s Licence

Apply by: 14 December 2025

Method of Application

Interested and qualified candidates should apply through the SANBS careers portal.