Contract Administrator – Facilities Management

Job Title: Facilities Management Contract Coordinator (Remote, South Africa)

Hours: Monday to Friday, 8 AM to 4 PM UK time

Location: Fully remote, South Africa

Salary: R25,000 per month

Role Overview

We are looking for a detail-driven Facilities Management Contract Coordinator to support the smooth operation of our Build to Rent portfolio. This role plays a key part in ensuring the efficient delivery of facilities management (FM) services across a national contract. Reporting to the Operations Manager and National FM Operations Director, you will oversee contractual compliance, financial administration, and seamless coordination between clients, suppliers, and internal teams.

Key Responsibilities

Contract Administration:

• Oversee the management of contracts for hard FM services (mechanical, electrical, building fabric) and soft FM services (cleaning, security, catering, waste management).
• Maintain and update contract documents, service agreements, and amendments.

Financial Management:

• Process purchase orders, invoices, and payments in accordance with contract terms.
• Track and monitor budgets, ensuring cost control and accurate financial reporting.

Compliance & Performance Oversight:

• Ensure contract adherence to KPIs, SLAs, and health & safety regulations.
• Support auditing, reporting, and performance tracking against contractual standards.

Client & Supplier Coordination:

• Serve as a key point of contact for client queries and escalations.
• Work closely with subcontractors and suppliers to ensure service compliance.

Operational & Administrative Support:

• Assist in scheduling planned and reactive maintenance activities.
• Maintain asset registers, work orders, and FM system documentation.

Reporting & Continuous Improvement:

• Generate reports, dashboards, and performance summaries for senior management.
• Support initiatives to enhance efficiency and service delivery.

What You’ll Need to Succeed:

• At least 2 years of experience in FM contract administration.
• Strong understanding of both hard and soft FM services.
• Experience working with KPIs, SLAs, and compliance frameworks.
• Financial administration skills, including budget tracking and invoice processing.
• Excellent organizational skills and attention to detail.
• Strong communication skills, both verbal and written.
• Ability to manage relationships with clients, suppliers, and internal teams.
• Proficiency in FM software and Microsoft Office (Excel, Word, Outlook).
• Reliable internet connection and a suitable laptop/computer for remote work.