Maintenance Coordinator

SUMMARY:
Our client is looking for a  Maintenance Coordinator that manages maintenance requests and contractor activities for various Homeowners Associations (HOAs) and Body Corporates. The role ensures maintenance tasks are actioned, inspections and rule breaches are addressed, security reports are reviewed, and projects are planned and managed in line with the approved Maintenance, Repair and Replacement Plan (MRRP). The position also ensures effective communication with owners, tenants, agents, contractors and trustees/directors.

POSITION INFO:
Key Responsibilities:

Maintenance Requests

• Coordinate incoming maintenance requests by appointing contractors or obtaining a minimum of three quotations where required.
• Obtain quotations within three days.
• Respond to enquiries and action maintenance requests on the same day.

• Create, update and close tasks on the management system, ensuring records are accurate and up to date.
• Maintain internal reports reflecting the status and progress of assigned tasks.

• Review inspection reports and identify maintenance issues and rule breaches.
• Issue breach notices, letters and penalties in accordance with applicable HOA and Body Corporate rules.
• Coordinate maintenance projects and follow up on outstanding issues until resolved.
• Maintain accurate records of inspections, notices, penalties and corrective actions.
• Keep management updated on progress.

• Appoint and coordinate contractors to ensure work is completed to the required standard and within agreed timeframes.
• Issue job cards with clear scopes of work and monitor progress through to completion.
• Follow up on outstanding work and confirm completion before closing job cards.
• Maintain a contractor database, including contact details, services, pricing, insurance, compliance documents and performance records.
• Verify new contractors' compliance documents, insurance and references before appointment.
• Keep relevant parties informed of maintenance progress.

• Review and maintain security reports and assess incidents requiring follow-up.
• Investigate security-related incidents and obtain additional information where necessary.
• Compile and submit monthly security reports by the first Monday of each month.
• Review the guard room Observation Book and provide weekly updates.

• Review the approved MRRP and identify projects scheduled for the financial year.
• Conduct inspections and prepare scopes of work for planned maintenance and replacement projects.
• Obtain and evaluate contractor quotations in line with procurement procedures.
• Prepare quotation comparisons and recommendations for trustee/director approval.
• Ensure all new projects have a completed Request for Quotation (RFQ).
• Ensure all maintenance work has a completed job card signed off by the Maintenance Supervisor before payment.

• Matric (Grade 12).
• Experience in property, HOA or Body Corporate maintenance administration.
• Working knowledge of HOA and Body Corporate rules and MRRP processes.
• Computer literacy, including MS Office, email and property management systems.
• Strong written and verbal communication skills.
• Good organisational skills and attention to detail.
• Ability to manage multiple tasks and meet deadlines.
• Professional appearance and manner.