Facilities Administrator

The Facilities Administrator coordinates facility, procurement, administrative and support activities to ensure a safe, efficient and operationally ready-working environment. The role serves as a key link between Distribution, suppliers, contractors and support functions, ensuring facility requirements are effectively coordinated, documented and followed through to completion.

Key Accountabilities

1.Facilities Administration & Maintenance Coordination

• Coordinate day-to-day facility requirements to support a safe, functional and operationally ready environment.
• Conduct routine facility walkthroughs, identify concerns and coordinate corrective actions with Maintenance and other responsible functions.
• Track maintenance and facility issues through to completion, following up on agreed timelines and escalating overdue or critical matters.
• Coordinate minor facility requirements and serve as the central point of contact for facility-related concerns.
• Maintain appropriate records of facility issues, actions and completed works.

2.Procurement & Supply Administration

• Coordinate the procurement of approved goods and services required to support facilities and Distribution operations.
• Prepare and process requisitions, purchase orders, GRNs, invoices and supporting documentation in accordance with established procedures.
• Manage the administrative invoice process from receipt and coding through approval and submission to Accounts Payable.
• Maintain appropriate inventory levels of critical supplies, including PPE, stationery, tools, chemicals, cleaning supplies and operational consumables.
• Coordinate with CB Stores and external suppliers to ensure timely delivery, resolve discrepancies and minimize operational disruptions.

3. Fuel Administration & Control

• Complete required daily, weekly and monthly fuel reconciliations and reporting, maintaining accurate supporting records.
• Coordinate fuel replenishment to support operational continuity.
• Monitor fuel pump functionality and coordinate repairs or servicing with Maintenance or approved service providers.
• Maintain fuel records and documentation required for reconciliation, management review and audit purposes.

4.Contractor, Supplier & Facility Services Coordination

• Coordinate approved contractors and service providers supporting facility operations, including scheduled and ad hoc services.
• Maintain supplier and contractor records, service schedules and relevant documentation.
• Coordinate contractor access and service requirements with relevant internal functions.
• Monitor service delivery, follow up on outstanding work and escalate recurring delays or performance concerns.
• Verify completion of services and support the processing of related documentation and invoices.

5.Facility Compliance, Safety & Operational Readiness

• Support facility inspections, service schedules, documentation and other administrative compliance requirements.
• Coordinate with HSE, QA, Maintenance, Security and other responsible functions on facility-related requirements and corrective actions.
• Track actions arising from inspections, audits, walkthroughs and management reviews through to closure.
• Monitor scheduled servicing and inspection requirements and coordinate with responsible functions ahead of due dates.
• Escalate facility conditions that may present safety, compliance or operational risks and support emergency preparedness activities as required.

6.Administrative & Management Support

• Provide administrative and coordination support to the Senior Manager and Distribution Management Team.
• Coordinate routine administrative requirements, including employee onboarding support, staff lunch arrangements and facility-related communication.
• Coordinate designated meetings, including scheduling, minutes, action logs and follow-up on agreed actions.
• Provide administrative and coordination support for management priorities, operational initiatives and assigned special projects.
• Maintain appropriate confidentiality when handling operational, employee, supplier and management information.

7.Employee Engagement & Event Coordination

• Coordinate approved staff meetings, engagement activities, celebrations and facility-wide functions.
• Manage event logistics, including scheduling, catering, setup, supplies and stakeholder coordination.
• Ensure activities are executed within approved budgets and organizational guidelines.
• Support employee engagement, recognition and organizational culture initiatives.

8.Operational & Special Projects Support

• Provide cross-functional coordination support for emerging facility and operational requirements.
• Support assigned projects involving facility improvements, relocations, upgrades or operational changes.
• Coordinate documentation, suppliers, timelines and follow-up actions for assigned initiatives.
• Identify administrative or facility-support gaps and recommend practical improvements.
• Respond to changing operational priorities while maintaining core administrative controls and responsibilities.
  

Demonstrated Knowledge, Skills & Experience

• Tertiary-level qualification in Business Administration, Supply Chain Management, Operations Management or a related field.
• Minimum three (3) years’ experience in facilities administration, procurement, inventory management, operations support or a related function.
• Working knowledge of procurement, inventory control, invoice processing and supplier/contractor coordination.
• Knowledge of FMCG, warehousing and/or distribution operations.
• Strong organizational, planning and time management skills, with the ability to manage multiple priorities.
• Strong interpersonal, written and verbal communication skills.
• Proficiency in Microsoft Office and relevant business systems.
• Sound problem-solving skills with demonstrated ability to follow through and escalate issues appropriately.
• Training in Good Manufacturing Practices (GMP) and awareness of workplace health and safety requirements.