Site Supervisor

Site Supervisor

Introduction

Position: Site Supervisor (Administrator)

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Location: Tshwane Satellite Office

Basic salary: R200 635.00

Grade: C1

Closing date: Tuesday, 29 September 2026

PRIMARY PURPOSE OF THE JOB:

To support the effective day-to-day operation of the satellite office by ensuring that the office is properly established, functional, maintained and ready to accommodate staff. The position is responsible for the on-site coordination and administration of facilities-related matters and provides a link between the satellite office and the Head Office.

Key Performance Areas

Office Establishment and Operational Readiness:

• Ensure the satellite office is properly established, functional and ready to accommodate staff.
• Ensure that the satellite office is appropriately set up and ready to accommodate staff.
• Monitor the readiness and functionality of work areas, meeting areas, common areas and other office facilities.
• Conduct regular checks of the office to identify issues that may affect the functionality or readiness of the workplace.
• Ensure that basic office requirements are in place and appropriately maintained.
• Coordinate the preparation and arrangement of workspaces, furniture and facilities in accordance with approved requirements.
• Identify and report maintenance, repair, cleaning, security, access, utility and other facilities-related requirements to the Facilities Officer.
• Follow up on reported facilities-related issues and provide feedback to the Facilities Officer on outstanding matters.
• Monitor the general condition, cleanliness and presentation of the office and ensure that deficiencies are addressed or escalated.
• Assist with the establishment of the office when there are changes to the accommodation, including relocations, workspace changes or reconfiguration.
• Assist with the coordination of the movement, receipt, placement and removal of furniture, equipment and other office-related items, as required.
• Ensure that the office is appropriately prepared before the commencement of operations, staff events, meetings or other activities requiring specific facilities arrangements.
• Maintain a state of operational readiness by proactively identifying requirements that may affect the continued use of the office.

Facilities and Premises Management:

• To monitor and coordinate the day-to-day facilities requirements of the satellite office and ensure that the premises remain functional, clean, safe and suitable for occupation.
• Conduct regular inspections of the office to monitor the condition and functionality of the premises.
• Identify and report maintenance, repairs, defects and other facilities-related requirements to the Facilities Officer.
• Monitor the condition of office areas, meeting rooms, common areas, ablutions, kitchen facilities and other shared spaces.
• Monitor cleaning and general housekeeping standards and report deficiencies for corrective action.
• Monitor the availability and functionality of basic utilities and building services and report interruptions or defects.
• Coordinate routine facilities-related requests and follow up on outstanding matters as directed by the Facilities Officer.
• Liaise with relevant service providers regarding routine facilities matters, within delegated authority.
• Monitor the delivery of facilities-related services against agreed requirements and report any deficiencies.
• Assist with the coordination of office changes, relocations, workspace adjustments and other facilities-related activities.
• Escalate urgent facilities, security, access or building-related matters to the Facilities Officer without delay.

Reception and Front Office Services:

• To provide an efficient, professional and welcoming reception function and to support the effective management of the satellite office’s front-office activities.
• Manage the day-to-day operation of the reception area.
• Receive and welcome visitors, officials, service providers and other members of the public in a professional and courteous manner.
• Answer, screen and direct incoming telephone calls to the appropriate official or department.
• Maintain visitor and access registers in accordance with requirements.
• Receive and distribute incoming correspondence, deliveries and other items addressed to the office.
• Monitor and maintain an orderly, clean and presentable reception area.
• Direct enquiries that fall outside the position’s responsibilities to the appropriate official or department.
• Ensure that reception procedures are consistently applied and escalate any concerns or unusual incidents to the Facilities Officer.

Service Provider Management and Monitoring:

• Monitor the attendance and presence of contracted service providers at the satellite office.
• Monitor whether scheduled services are being performed in accordance with agreed schedules and requirements.
• Record and report instances of non-performance or inadequate service delivery to the Facilities Officer.
• Verify completion of routine contracted services where applicable.
• Maintain basic records of service provider attendance, service delivery and reported deficiencies.
• Provide access and site-specific information to authorised service providers.
• Escalate recurring or significant service delivery problems to the Facilities Officer.

Occupational Health and Safety and Emergency Preparedness:

• Monitor the general health and safety condition of the office.
• Conduct routine checks to identify hazards, unsafe conditions and potential risks.
• Report identified hazards, incidents and safety concerns to the Facilities Officer.
• Ensure that emergency exits, escape routes and access to emergency equipment remain clear.
• Monitor the availability and condition of basic emergency and safety equipment and report deficiencies.
• Assist with the implementation of OHS requirements and emergency procedures at the satellite office.
• Maintain relevant OHS inspection records, checklists and documentation.
• Ensure that required OHS and emergency notices are displayed and remain visible.
• Assist with communicating emergency procedures and relevant safety information to staff and visitors.
• Report accidents, incidents and near misses in accordance with organisational procedures.
• Escalate significant or unresolved health and safety risks to the Facilities Officer.

Supervision of Support Staff:

• Allocate and coordinate daily tasks for assigned support staff.
• Monitor attendance and punctuality.
• Monitor the standard and completion of assigned duties.
• Provide guidance and direction on day-to-day work activities.
• Address routine work-related issues and escalate matters requiring management intervention.
• Monitor compliance with applicable workplace procedures and instructions.
• Provide feedback to the Facilities Officer on staff performance, attendance and operational matters.
• Assist with the induction and orientation of assigned support staff.
• Ensure that assigned staff have the resources and information necessary to perform their duties.
• Maintain relevant attendance, task or supervisory records.

Administration Support:

• Maintain accurate and up-to-date administrative records relating to the satellite office.
• Maintain relevant registers, files, schedules and other documentation.
• Provide general administrative support to ensure continuity of office operations within the Facilities Unit and/or Corporate Services Department when required.
• Provide support for travel administration, including bookings, amendments and cancellations, when required.
• Assist with the coordination and administration of meetings, events and other activities when required.
• Receive, record and distribute relevant correspondence and documentation.
• Maintain confidentiality when handling staff, travel and organisational information.

Job Requirements

• EDUCATION and/or EXPERIENCE
• Senior Certificate (Matric)
• A Certificate and/or Diploma in Office Administration, Facilities Support/Management, and/or related field.
• Minimum of 2 years’ work experience in a Facilities role.

Other skills required:

• Supervisory Skills, Basic Numeracy, Information/Records Management, Reception duties

LANGUAGE SKILLS:

• Proficiency in English, with the ability to read and understand routine instructions, correspondence and internal communications; communicate clearly in writing; and effectively convey information verbally to staff, visitors, service providers and other stakeholders in one-on-one and small group settings.

NUMERICAL SKILLS:

• Ability to calculate figures and amounts such as discounts, interest, c