Facilities and Administration Coordinator

Job description

Main Purpose: The Facilities and Admin Coordinator is responsible for coordination of the camp operations, facility administration, training facilities, contractor support, housekeeping oversight, maintenance follow-ups, procurement administration, and compliance reporting within the Refinery Site. The role ensures that accommodation facilities, offices, training rooms, and operational support services are maintained to a safe, clean, and efficient standard while supporting daily refinery operations through administration and co-ordination. Key Responsibilities: Answer telephones, screen calls and take messages from external or internal sources so that callers/visitors are dealt with promptly, courteously, and accurately; respond to more complex or escalated enquiries from other administrative/managerial staff. Perform other administrative tasks using independent judgment and discretion. Plan, organize, and schedule own workload so that these activities are completed accurately and on time. These activities may include preparing documents and presentation materials; screening and responding to incoming correspondence, inquiries, and phone calls; taking messages; drafting letters and official information releases; taking and distributing minutes; filing and organizing. Accurately transcribe, type, format, and proofread a wide variety of material (for example, correspondence, invoices, contracts, meeting minutes, reports, speeches, and presentations) using word processing, presentation, graphics and spreadsheet software. May use desk top publishing software to design more complex documents. Coordinate internal and external meetings so that they run smoothly. This may include scheduling meeting times, making travel arrangements for attendees, and ensuring that various meeting amenities are available. Comply with company requirements and systems relating to SAPS, HSEC & Quality and other company policies. Camp Coordination Coordinate employee accommodation and room allocations Monitor camp occupancy and maintain accurate accommodation records Liaise with catering, cleaning, transport, and camp service providers Ensure camp facilities are maintained in a safe and hygienic condition Address camp-related issues and escalate where required Facility Inspection Conduct routine inspections of the camp rooms, office, training rooms, ablution block, kitchens, and common areas Identify maintenance, safety, or housekeeping issues Ensure facilities comply with company standards and HSE requirements Maintain inspection checklists and records Report defects and follow through to completion Cleaning & Housekeeping Coordination Supervise housekeeping activities and cleaning schedules Ensure high standards of cleanliness across all facilities Monitor cleaning contractor performance and service delivery Ensure cleaning consumables are adequately stocked Raise concerns regarding hygiene or sanitation risks Maintain Cost Tracking Coordinate maintenance requests for buildings, offices, camp rooms, plumbing, electrical, air-conditioning systems Track outstanding maintenance work order records Ensure timely close out of maintenance teams and contractors Maintain maintenance logs and work order records Ensure cost effective procurement practices are followed Training Room Coordination Coordinate booking and scheduling of training rooms and meeting facilities. Ensure training rooms are clean, organized, and fully operational. Arrange training materials, stationery, projectors, and other equipment as required. Coordinate room setup for inductions, meetings, workshops, and training sessions. Report and follow up maintenance issues relating to training facilities. Office Supplies and Inventory Monitor office supply stock levels and consumables. Raise purchase requisitions and purchase orders for office and site requirements. Coordinate delivery and distribution of office supplies. Maintain proper inventory and stock records. Ensure cost-effective procurement practices are followed. Contractor Coordination Coordinate contractor access and site requirements. Liaise with vendors and service providers regarding scheduled work and services. Monitor contractor attendance and completion of assigned tasks. Ensure contractors comply with site safety and operational requirements. Assist in coordinating contractor mobilization and demobilization. Reporting and Compliance Prepare weekly and monthly administrative reports. Maintain records for inspections, maintenance, camp occupancy, training room usage, and procurement activities. Ensure compliance with company procedures and refinery policies. Assist with audit preparation and document control. Report safety, housekeeping, and operational concerns promptly Purchase Orders and Procurement Support Raise purchase requisitions and purchase orders Follow up outstanding purchase orders and deliveries. Coordinate with procurement and finance departments regarding invoices and supplier documentation. Ensure supporting documents are properly filed and maintained. Assist with budget tracking and cost monitoring where required. SKILLS & COMPETENCIES Education Diploma or Certificate in Business Administration, Office Management, Procurement, Logistics, Facilities Management, or a related discipline. Additional training in Facilities Management, Procurement, or Administration is an advantage. Experience Minimum 3–5 years’ experience in administration, camp coordination, facilities management, or site support services within mining, oil & gas, refinery, or industrial environments. Experience coordinating contractors, training facilities, and maintenance activities. Experience raising purchase orders and handling procurement processes. Familiarity with reporting and compliance requirements in an industrial environment. Skills and Competencies Strong organizational and coordination skills. Good communication and interpersonal abilities. Ability to multitask and work under pressure. Proficient in Microsoft Office applications (Excel, Word, Outlook). Knowledge of procurement and administrative systems. Attention to detail and problem-solving ability. Understanding of workplace health and safety requirements. Ability to work independently and within a team environment.