Systems Administrator

POSITION PURPOSE
To administer the BSS operational systems and contract records, and to own inventory, asset and consumables control across all sites, so that the business has accurate data, sites are correctly set up on its technology platforms, and clients receive accurate inventory and consumables reporting on time.
The role turns technology investment into usable operational data. It works as part of the Business Support team, owning its core functions while providing named backup cover to the Business Support Assistant and supporting HC Support and the Service Standard Officer with system data.


ESSENTIAL FUNCTIONS AND KEY RESPONSIBILITIES
1. Systems Administration (FacilityApps and Related Platforms)
• Set up and maintain sites, users, roles, geofences, shifts and digital checklists on FacilityApps in line with approved configuration standards.
• Onboard new contracts and sites onto the platform within agreed timelines; deactivate users and sites on exit or contract end.
• Provide first-line support to site users (log-in, device, geofence and checklist issues); log and escalate unresolved issues to the vendor and track to closure.
• Monitor data quality (attendance, checklist completion, exceptions) and report gaps to the Manager and Operations.
• Maintain dashboards and provide system data extracts to Operations for their monthly operations and quality reports.
2. Contract Support
• Maintain the BSS contract register: contract dates, scope, SLAs, rates, renewal and escalation dates.
• Prepare new-contract onboarding packs (site list, staffing, consumables and equipment schedules, system setup) in coordination with Operations.
• Track SLA reporting obligations per contract and alert the Manager to upcoming renewals and reporting deadlines.
3. Inventory and Stock Control
• Maintain an up-to-date inventory of equipment, chemicals and consumables per site.
• Coordinate weekly physical stock takes at specified sites; obtain signed stock sheets and file them appropriately.
• Capture stock data per site and investigate discrepancies between stock on hand and system stock levels; report variances to the Manager.
• Ensure stock control processes are followed on all sites and train site staff where required.
4. Fixed Asset Register
• Receive and record Asset Confirmation Forms for new assets and transfers between sites.
• Maintain the Fixed Asset Register and conduct quarterly asset audits.
5. Consumables Control and Client Reporting
• Ensure site staff submit consumable sheets on schedule; follow up and escalate non-submission.
• Prepare monthly inventory and consumables reports per client and submit them to clients after review by the Manager.
• Prepare quarterly usage reports by the 10th of March, June, September and December.
• Flag usage trends and over-consumption to the Business Support Assistant for procurement planning.
6. Attendance Reconciliation
• Reconcile the tabulation to attendance and system data, and resolve variances with Operations and HC Support.
7. IoT and Technology Initiatives
• Monitor IoT device status and alerts; compile IoT data for client reporting.
• Support rollout of the AI procurement platform and other approved technology initiatives.
8. SOP Drafting and Document Control
• Draft and format SOPs and process documents using input from function owners, in the BSS house style.
• Maintain the document control register (version, owner, approval date, review date); submit all SOPs to the Manager for approval.


EDUCATION
Matric (Grade 12). Diploma or certificate in Information Systems, IT or Business Administration advantageous.

EXPERIENCE
2–4 years in systems administration, data administration or inventory/stock control, preferably in facilities management, contract services or a multi-site operation. Experience administering a cloud-based workforce, T&A or CAFM platform advantageous.

REQUIRED KNOWLEDGE
User and site administration on cloud platforms; inventory and asset control; intermediate to advanced Excel (lookups, pivot tables, data validation); basic reporting and dashboards; document control.

SKILLS AND COMPETENCIES
• Intermediate to advanced Excel and data handling
• Systems aptitude and quick learning of new platforms
• Accuracy and attention to detail
• Clear communication with site staff and clients
• Troubleshooting and problem-solving
• Organised, with strong follow-up discipline
• Teamwork and willingness to cover colleagues
• Confidentiality and integrity