Administrator: Facilities and Fleet Job Opportunity – NCC Group

NCC Group invites interested and suitably qualified candidates to apply for the position of Administrator: Facilities and Fleet based in Cape Town, Westlake. This permanent opportunity is ideal for an organised and detail-oriented professional with administrative experience and knowledge of asset, fleet, and facilities management. The successful candidate will provide essential administrative support to ensure the efficient use, maintenance, and management of company tools, equipment, vehicles, and facilities. The role requires strong organisational skills, the ability to maintain accurate records, and the capacity to coordinate various operational support functions within the organisation.

• Position: Administrator: Facilities and Fleet
• Location: Cape Town, Westlake
• Contract Type: Permanent
• Reference: BS/01/2026
• Closing Date: 16 March 2026

NCC Group is inviting applications from suitably qualified and motivated candidates for the position of Administrator: Facilities and Fleet. This is a permanent opportunity based at the organisation’s Westlake office in Cape Town. The successful candidate will play a vital role in supporting the operational efficiency of the organisation by ensuring the effective administration and management of company tools, assets, vehicles, and facilities.

This position is ideal for a detail-oriented and proactive individual with strong administrative skills and experience working with asset or inventory management systems. The role requires someone who can coordinate multiple administrative responsibilities, support facility maintenance processes, and assist with the management of the company’s fleet.

The Administrator: Facilities and Fleet will work closely with internal teams and service providers to ensure that company resources, equipment, and facilities are properly maintained and managed. The position requires a combination of administrative expertise, organisational skills, and technical awareness related to equipment and vehicle maintenance.

About NCC Group

NCC Group is committed to operational excellence and responsible management of resources. The organisation supports various operational projects that require efficient management of equipment, vehicles, and facilities. As part of the support services team, the Administrator: Facilities and Fleet contributes to ensuring that the organisation’s infrastructure and operational resources are well maintained and available when needed.

The organisation values professionalism, accountability, and teamwork. Employees are encouraged to take initiative, solve problems proactively, and maintain high standards of performance in their respective roles.

Purpose of the Role

The Administrator: Facilities and Fleet is responsible for providing administrative support to ensure the effective use, maintenance, and management of company tools, equipment, assets, and vehicles. The role supports the organisation’s operations by maintaining accurate records, coordinating maintenance and inspections, and assisting with procurement and asset tracking.

The successful candidate will ensure that all administrative processes related to inventory, vehicles, and facilities are properly documented and maintained. This role also contributes to ensuring compliance with health, safety, and operational standards.

The position requires a high level of organisation, attention to detail, and the ability to manage multiple responsibilities simultaneously.

Key Responsibilities

1. Tools, Equipment and Materials Administration

• A significant component of this role involves the management and administration of the organisation’s tools, materials, and equipment. These assets are essential to operational projects, and the administrator ensures that they are tracked, maintained, and used responsibly.
• The successful candidate will maintain accurate inventory registers, ensuring that all tools and equipment are recorded and tracked effectively. This includes monitoring the movement of inventory and updating records whenever assets are issued, returned, or transferred.
• Regular stock-taking exercises will be conducted to verify inventory records and identify discrepancies. Any differences between recorded inventory and physical stock must be investigated and resolved promptly. Maintaining accurate records helps ensure that equipment is always accounted for and available when needed.
• The administrator will also ensure that all tools and materials are stored safely and maintained properly. Proper storage practices are essential to protect valuable equipment and ensure that tools remain functional and reliable for operational use.
• Employees may occasionally require guidance on how to use or maintain tools and equipment properly. The administrator will provide advice and support to ensure that all staff members understand the correct use, care, and preservation of equipment.
• In addition, the role provides administrative assistance in the planning and procurement of tools, equipment, and materials. This includes supporting the process of identifying equipment needs, preparing documentation, and assisting with purchasing procedures.

2. Company Vehicles Administration

The organisation maintains a fleet of company vehicles that support operational activities. The Administrator: Facilities and Fleet plays a key role in ensuring that these vehicles are properly managed and maintained.

One of the core responsibilities is to implement and monitor vehicle service schedules. Regular servicing ensures that vehicles remain safe, reliable, and compliant with regulatory requirements. The administrator will track service intervals and coordinate with service providers to schedule maintenance when required.

The role also includes managing annual vehicle inspections to ensure compliance with legal and safety standards. Accurate documentation must be maintained to demonstrate that vehicles meet all regulatory requirements.

Vehicle-related documentation is another important responsibility. This includes processing and maintaining records related to:

• Vehicle registration
• Licensing documentation
• Insurance claims
• Compliance requirements

Maintaining accurate records helps the organisation manage risk and ensures that all fleet-related processes are properly documented.

The administrator will also maintain documentation related to vehicle incidents, ensuring that relevant records are available to support incident management and reporting processes.

In addition, the role involves importing MiFleet data and assisting with car tracker reporting. This information helps monitor vehicle usage, improve operational efficiency, and ensure that fleet management practices remain effective.

The administrator will also provide support in the planning and procurement of company vehicles. This may include assisting with documentation, coordinating with suppliers, and ensuring that procurement procedures are followed.

3. Facilities Maintenance and Security Support

• In addition to fleet and asset administration, the role also provides support for facility management and maintenance at the organisation’s head office.
• The Administrator: Facilities and Fleet will coordinate and escalate basic repair and maintenance requirements within the building. These may include issues related to electrical systems, plumbing, carpentry, and general facility maintenance.
• When maintenance issues arise, the administrator will communicate with service providers or internal teams to ensure that repairs are addressed promptly. Effective coordination ensures that workplace facilities remain safe, functional, and conducive to productivity.
• Health and safety are critical components of facility management. The administrator will monitor workplace conditions and report any health and safety concerns to the Service Line Manager and the designated Health and Safety Representative. Prompt reporting helps ensure that potential risks are addressed quickly.
• The role also involves acting as the first point of contact for security incidents at the head office building. If security-related concerns arise, the administrator will document the incident and ensure that it is escalated to the appropriate personnel.
• Maintaining a safe and secure working environment is essential for protecting employees, visitors, and organisational assets.

4. Tender Administration Support

• While not a daily responsibility, the Administrator: Facilities and Fleet may occasionally assist with administrative aspects of tender processes.
• This may include preparing documentation, organising records, and assisting with administrative tasks related to tender submissions. The role requires attention to detail and the ability to handle sensitive or confidential information responsibly.
• Providing support during tender processes helps ensure that documentation is accurate, complete, and submitted within required deadlines.

Essential Requirements

• To be considered for this role, candidates must meet several essential requirements related to experience, skills, and qualifications.
• Applicants should have previous experience working in an administrative role. This experience should demonstrate strong organisational abilities, attention to detail, and the ability to manage administrative processes effectively.
• Experience working with asset management or inventory management processes is also required. Candidates should be familiar with maintaining inventory records, tracking equipment, and resolving discrepancies during stock-taking activities.
• Basic knowledge of facilities maintenance is important for this role. Candidates should have an understanding of common maintenance issues related to electrical systems, plumbing, carpentry, or similar facility-related matters.
• Technical or mechanical knowledge related to vehicle repairs and maintenance will be beneficial. This knowledge helps the administrator coordinate vehicle servicing and identify potential maintenance issues.
• Strong proficiency in Microsoft Excel is required. Excel is used for data analysis, reporting, and maintaining records related to inventory, fleet management, and asset tracking.
• Applicants must possess a valid, unendorsed driver’s license. A Code B driver’s license is required, while a Code C1 license will be considered advantageous.
• Candidates with knowledge of tools and equipment used in conservation projects will have an added advantage, as this experience aligns with the organisation’s operational environment.

Key Competencies

The successful candidate must demonstrate several key competencies to perform effectively in this role.

Communication Skills:
Excellent written and verbal communication skills are essential. The administrator must communicate clearly with colleagues, service providers, and management when coordinating tasks or reporting issues.

Planning and Organisation:
Strong organisational skills are required to manage multiple responsibilities, maintain accurate records, and ensure that administrative processes are completed efficiently.

Ability to Work Under Pressure:
The role may involve tight deadlines or urgent maintenance requests. The candidate must be able to remain calm and productive under pressure.

Attention to Detail:
Accuracy is essential when managing inventory records, vehicle documentation, and administrative reports. A high level of attention to detail helps prevent errors and ensures reliable data.

Problem-Solving Ability:
The successful candidate should demonstrate initiative and proactive problem-solving skills. Identifying issues early and implementing practical solutions contributes to operational efficiency.

Why Join NCC Group?

Working at NCC Group provides an opportunity to contribute to an organisation that values professionalism, efficiency, and teamwork. Employees are given the opportunity to develop their skills while supporting important operational functions.

The Administrator: Facilities and Fleet plays a critical role in ensuring that the organisation’s assets, vehicles, and facilities are effectively managed. This position offers the opportunity to work in a dynamic environment where administrative expertise supports operational success.

Application Process

• Interested candidates are invited to submit their applications before the closing date.
• Applicants must send their Curriculum Vitae (CV) to the following email address:
• [email protected]

When submitting your application, please ensure that the following requirements are met:

• Your CV must be recently updated.
• The CV file should be titled using your Name and Surname (for example: John Adam).
• The reference number BS/01/2026 must be included in the subject line of your email application.

The closing date for applications is 16 March 2026.

Please note that if you do not receive a response within two weeks after the closing date, your application may be considered unsuccessful.

Conclusion

The Administrator: Facilities and Fleet position offers an excellent opportunity for an experienced administrator to contribute to the efficient management of organisational assets, vehicles, and facilities.

This role requires a proactive, organised, and detail-oriented professional who can support operational teams by maintaining accurate records, coordinating maintenance processes, and ensuring the responsible use of equipment and resources.

Candidates who possess strong administrative experience, technical awareness, and excellent organisational skills are encouraged to apply for this opportunity at NCC Group.