Property Maintenance Administrator

Key Responsibilities:

• Maintain accurate electronic filing systems for all quotes, invoices, compliance documents, and condition reports
• Update and manage property portfolio information, including rental schedules and valuations
• Log, track, and follow up on property-related and municipal incidents
• Manage tenant-reported maintenance issues from initial logging through to resolution
• Assess maintenance responsibility in line with lease agreements and communicate outcomes to tenants
• Coordinate contractors, schedule site visits, and ensure timely execution of maintenance work
• Liaise with tenants, contractors, and portfolio managers to ensure clear communication and workflow alignment
• Obtain, review, and submit quotes for approval, ensuring all supporting documentation is accurate and complete
• Monitor maintenance and project progress, conduct follow-ups, and ensure quality and completion standards are met
• Coordinate maintenance projects, including scheduling, site meetings, inspections, and final sign-off
• Arrange planned maintenance and annual service schedules, ensuring all work is completed as required
• Verify invoices against work completed, resolve discrepancies, and submit for authorisation
• Support supplier payment processes, including tracking, reconciliation, and correction of invoice errors
• Capture and maintain budget and cost tracking information related to maintenance and projects
• Assist with health and safety documentation and contractor appointment processes
• Manage insurance claims related to maintenance, from submission through to resolution and payment
• Coordinate inspections, snag lists, and annual condition reports, ensuring all required actions are completed
• Schedule and manage diaries, appointments, and contractor access to properties
• Arrange day-to-day operational requirements, including cleaning, materials, and maintenance-related logistics
• Support accounts with maintenance recoveries and act as liaison between tenants and internal teams
• Provide ongoing administrative and operational support to Portfolio Managers and the wider team

Requirements:

• Minimum 35 years experience in property administration & maintenance coordination
• Matric / Grade 12 with own transport
• Experience working with invoicing, budgets, and cost tracking