Commercial Maintenance Administrator / Inspector

ULC; Gqeberha; On-site; ZAR 240,000 - 300,000; Full time

Job summary

Trafalgar Port Elizabeth seeks a proactive Commercial Maintenance Administrator/Inspector to join the Commercial Division. You will log maintenance calls, coordinate with contractors, and keep reports up to date.

Regular inspections, sign-offs, and price guidance for deposits are required as part of daily operations. Key duties include client liaison, monthly summaries, maintenance scheduling, and updating the Preferred Contractors List.

Qualifications

• Excellent written and verbal communication.
• Ability to manage time effectively and meet deadlines.
• Strong organizational skills and attention to detail.
• Valid driver's license and own vehicle required.

Responsibilities

• Log maintenance calls and requests daily and track progress.
• Coordinate with maintenance contractors to schedule work.
• Follow up on job completion times and finalize jobs in the system.
• Conduct site inspections and meet contractors as needed.
• Liaise with clients, Portfolio Managers and Personal Assistants.
• Send outstanding job lists to Portfolio Managers and PAs monthly.
• Meet with clients to discuss maintenance issues when required.
• Maintain the Preferred Contractors List and assist with quotations.
• Schedule weekly inspections and diarize appointments.
• Record inspections, obtain lessee sign-off, and photograph snags.
• Archive reports, manage quotes, and advise on pricing for deposits.
• Manage bookings, work orders, sign-offs and payment approvals.
• Maintain Unibase maintenance module and Qdocs indexing.

Skills

Effective communication

Time management

Working under pressure

Organizational skills

Attention to detail

Teamwork

Adaptability to change

Driver's license / own vehicle

Job description

Trafalgar Port Elizabeth is seeking a proactive, organised, detail-oriented, and service-driven Commercial Maintenance Administrator/Inspector to join the Commercial Division. Key responsibilities encompass, but are not limited to: Logging of Maintenance Jobs (Daily/Ongoing/Monthly/When required): Log all maintenance calls and requests Handle maintenance queries from clients and stakeholders. Liaise with maintenance contractors to coordinate work. Follow up on job completion times and finalize jobs on the maintenance module. Conduct site inspections and meet with contractors as needed. Liaise with clients, Portfolio Managers, and Personal Assistants. Send outstanding job lists to Portfolio Managers and Personal Assistants monthly. Meet with clients to discuss maintenance issues when required. Maintain and update the Preferred Contractors List. Assist with obtaining quotations for maintenance work. Maintenance and Service Providers (Ongoing/Quarterly/Once Off): Conduct building inspections identify maintenance needs and report to PM Perform regular inspections (quarterly) to ensure upkeep. Address ongoing maintenance issues in line with budgets. Oversee fire equipment maintenance and compliance. Review Service Level Agreements (SLAs) and the Preferred Contractors List regularly. Scheduling Inspections (Weekly on Fridays for the week ahead): Confirm inspection schedules, unit details, and tenant contact information. Schedule and diarize appointments, allowing for travel time. Synchronize tablet device for weekly inspections. Conducting and Recording Inspections (Daily as scheduled): Inspect properties in detail, covering all areas, fixtures, and surfaces. Record inspections using prescribed templates, arrange lessee sign-off, and photograph snags. Maintenance Administration (Daily as required): Synchronize tablet data to the administration console and email reports to stakeholders. Archive reports on Qdocs, arrange maintenance quotes, and advise Portfolio Managers on pricing for deposit refunds. Manage bookings, work orders, job sign-offs, and payment approvals. Maintain Unibase maintenance module and ensure Qdocs indexing. Role skills and requirements: Effective Communication written and verbal Ability to manage time effectively Ability to work under pressure Excellent organizational skills Attention to detail Ability to work within a team environment Adaptability to change Driver's license (own vehicle is a must for this position)