Maintenance Administrator

Minimum requirements (Advantageous): • Matric/Grade 12. • Relevant administrative qualification advantageous. • Minimum of 2+ years in an administrative/coordination role, property or facilities environment advantageous. • Strong administrative and organisational skills. • Experience with maintenance/ticketing systems (Red Rabbit or similar) advantageous. • High attention to detail and accuracy when capturing quotations, invoices and inspection records. • Ability to manage multiple contractors, SLAs and timelines simultaneously. • Confident and clear communicator when liaising with Portfolio Managers. • Proactive and detail-oriented, with strong ownership of the ticket queue. • Ability to hold contractors accountable to agreed timelines. • Proactively identifies and flags bottlenecks before they escalate. Duties and responsibilities include, but not limited to:

Maintenance Ticket Administration

• Receive and log maintenance requests via the Client Portal and Red Rabbit, phone calls, emails and other required platforms. • Process exit, entry, and quality control inspections and attend to the necessary repairs and timelines attached. • Verify tickets for correct property, unit, scope, and priority. • Query or reject incomplete requests before allocation. • Ensure each maintenance issue is managed through a single, traceable ticket. Job Allocation & Follow-Up:

• Allocate tickets to approved contractors based on trade, availability, and SLAs. • Issue work instructions through Red Rabbit. • Monitor job progress and proactively follow up on delays. • Escalate stalled or problematic jobs to the Maintenance Team Leader or Facilities Manager. Quotation & Cost Administration:

• Request and capture quotations where required. • Ensure quotations align with the approved scope of work. • Confirm approvals are in place before work proceeds. • Capture invoices and bill accurately against the correct ticket and approved quotation for payment to respective contractors. • Identify and flag scope creep, duplicate billing, or repeated call-outs. Portfolio Manager Support:

• Provide clear and factual updates to Portfolio Managers only. • Ensure Portfolio Managers have visibility of job status, contractor feedback, and access or scheduling issues. • Portfolio Managers remain the sole client-facing contact for owners and tenants. Systems & Workflow Discipline:

• Maintain accurate ticket statuses in Red Rabbit at all times. • Ensure all notes, approvals, quotations, and invoices are uploaded and recorded. • Close tickets only once work is confirmed complete and documentation is in place. • Enforce consistent use of systems and prevent off-system work. Recurring Issue Identification:

• Identify recurring maintenance issues across units or schemes. • Highlight contractor performance concerns or repeated rework. • Escalate recurring issues to the Facilities Manager. If you do not receive feedback within two weeks of submitting your application, please consider your application unsuccessful.