Maintenance Administrator
Full-time
I Grow Wealth Investments
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.
- 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.
- 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.
- 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.
- 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.
- 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.
- Identify recurring maintenance issues across units or schemes.
- Highlight contractor performance concerns or repeated rework.
- Escalate recurring issues to the Facilities Manager.
Vacancy posted 4 days ago
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