Portfolio Assistant - Brackenfell

SUMMARY:
Our client within the property rental space is looking to expand their team with a Portfolio Assistant who will be maintenance-focused in the Brackenfell area

POSITION INFO:
Job Specification
Maintenance focused
Provides operational, administrative, and maintenance coordination support to the Portfolio Manager
Ensures the smooth running of day-to-day scheme activities with a strong focus on maintenance oversight, contractor coordination, and communication with stakeholders

Administration & Governance Support
Assist with preparing AGM, SGM, and trustee meeting packs, notices, and minutes.
Maintain accurate scheme records, including contracts, maintenance logs, correspondence, and compliance documents

Maintenance Coordination
Act as the primary support contact for maintenance requests from owners, trustees, and tenants
Log, track, and follow up on all maintenance issues to ensure timely resolution
Obtain quotes, coordinate contractor appointments, and monitor work progress
Assist with implementing preventative maintenance schedules and maintaining maintenance registers
Support property inspections and prepare related reports or follow-up actions


Financial & Supplier Support
Assist with processing contractor invoices and gathering supporting documentation for insurance claims
Track maintenance-related expenses and support budget monitoring
Provide information required for levy queries and maintenance-related financial enquiries


Communication & Stakeholder Liaison
Communicate updates on maintenance work to owners, trustees, and residents
Liaise with service providers to ensure clarity of scope, timelines, and performance expectations
Assist in resolving maintenance-related queries and disputes by gathering information and coordinating responses

Minimum Requirements
Grade 12 or equivalent
Strong understanding of maintenance processes and contractor coordination
Excellent administrative and organisational skills
Clear and professional communication abilities
Attention to detail with strong follow-through
Ability to manage multiple maintenance tasks simultaneously
Customer-service oriented and solution-driven
Driver's Licence and own vehicle


Kindly note that by submitting your application for this career opportunity, you agree that Guardian Recruiting
may use your application for the purpose of the recruitment and selection of the said position, and this information may be shared with the relevant stakeholders in the business.

Please note that only shortlisted candidates will be contacted.

Should you not have heard back within a two-week period, please assume that your application was unsuccessful.

All job postings are in accordance with our Client's BEE requirements.

Please only send certificates when requested to do so.