Rental Maintenance Administrator – Half-Day

Location: Somerset West Working arrangement: Office-based Hours: Half-day, Monday to Friday

About the role

An established estate agency in Somerset West is looking for a proactive and organised Rental Maintenance Administrator to manage maintenance requests relating to its residential rental properties.

This is an office-based coordination and administration role. You will act as the link between tenants, landlords and maintenance service providers, ensuring that requests are handled promptly and followed through until the work has been completed satisfactorily. No site visits or technical maintenance work will be required.

Key responsibilities

• Receive and respond to maintenance requests from tenants.

• Obtain all necessary information, photographs and supporting details from tenants.

• Assess the urgency of each request and escalate emergencies appropriately.

• Obtain quotations from plumbers, electricians and other service providers.

• Send quotations to landlords and obtain approval before work begins.

• Schedule approved maintenance work with tenants and service providers.

• Keep tenants and landlords updated on progress.

• Follow up with service providers to ensure that work is completed on time.

• Confirm with tenants that repairs have been completed satisfactorily.

• Resolve or escalate any problems relating to incomplete or unsatisfactory work.

• Maintain accurate records of requests, quotations, approvals, appointments and completed work.

• Check that invoices correspond with approved quotations and completed work.

• Build and maintain positive working relationships with tenants, landlords and service providers.

• Assist the wider rental team with related administrative tasks when required.

Requirements

• Matric or an equivalent qualification.

• Previous administrative or customer service experience.

• Property rental or maintenance administration experience would be advantageous but is not essential.

• Good computer skills, including email and Microsoft Office.

• Comfortable communicating by telephone, email and WhatsApp.

• Strong written and verbal communication skills.

• Good organisational and follow-up abilities.

• Able to manage several requests and priorities at the same time.

Personal attributes

The ideal candidate will be:

• Proactive and willing to take ownership of requests.

• Organised and attentive to detail.

• Friendly, professional and helpful.

• A strong communicator who keeps everyone informed.

• Persistent with follow-ups and committed to getting tasks completed.

• Calm and solution-focused when dealing with urgent or frustrated tenants.

• A positive team player with a go-getter attitude.

• Reliable and able to work independently.