Property Maintenance Administrator

Cape Town Northern Suburbs
Salary: Market Related
Job Type: Permanent
Sectors: Property
Reference: CPT006503/YG

Apply before May 12 2026 | 29 Days left

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Vacancy Details

Employer: Persona Staff

Property Maintenance & Administrative CoordinatorProperty Management | Operations & MaintenancePermanent | 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

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

yolandi@personastaff.co.za

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About Persona Staff

Vision
PERSONA’s vision is to allow our Clients to focus on their core activities, and let PERSONA manage the responsibility of staff recruitment; ensuring the perfect fit between candidate and client for the most efficient and effective workforce.
PERSONA is committed to delivering the best service to our clients and candidates.

We recruit in the following industries:
Financial Services, Manufacturing, Engineering, Retail, Banking, Telecommunications, Information technology, Electronics, Logistics, Mechanical, Sales & Marketing, Office Support, Warehousing, Distribution and Supervision Staff

Services offered:
To our clients:-
Recruitment of permanent staff at all levels
In depth staff selection
Salary surveys
Advertising of available positions
Comprehensive interviewing
Screening of potential candidates according to client’s specifications
Reference checks (on possible candidate)
ITC checks (on possible candidate)
Criminal checks (on possible candidate)
More background checks on request.
Psychometric testing (additional services)
Preparing of Job descriptions
PERSONA commits to adhere to industry standards and policies.

To possible candidate and job seekers:-
Professional resume
Regular correspondence
Interviewing tips
Summary of client information
Assistance to find the perfect job