Property Maintenance Administrator

SUMMARY:
Property Maintenance & Administrative Coordinator
Property Management | Operations & Maintenance
Permanent | Durbanville
 
Our client, a property management company, is seeking a highly organised Property Maintenance & Administrative Coordinator to support portfolio operations and maintenance. The role requires someone who can manage multiple workflows, take ownership of maintenance issues, and ensure all administrative, compliance, and financial processes are handled accurately and efficiently

POSITION INFO:
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

• Minimum 3–5 years’ experience in property administration & maintenance coordination
• Matric / Grade 12 with own transport
• Experience working with invoicing, budgets, and cost tracking