Maintenance Administrator

IGrow Wealth Investments; Midrand; Presencial; ZAR 250.000 - 350.000; Jornada completa

Descripción de la vacante

IGrow Wealth Investments Group of Companies, proudly positioned as South Africa's #1 Investment company, is seeking organised Maintenance Administrators to join our team in Midrand, Gauteng.

You will administer, coordinate and control maintenance workflows within the Maintenance Centre of Excellence, ensuring requests are logged, allocated timeously, tracked to completion and captured accurately using the Client Portal and Red Rabbit as core systems.

Formación

• Matric/Grade 12 is essential.
• Relevant administrative qualification is required.
• Minimum 2+ years in an administrative/coordination role, property or facilities environment.
• Strong administrative and organisational skills are expected.
• Experience with maintenance/ticketing systems (Red Rabbit or similar) is preferred.
• High attention to detail when capturing quotations, invoices and inspection records.
• Ability to manage multiple contractors, SLAs and timelines simultaneously.
• Confident communicator when liaising with Portfolio Managers.

Responsabilidades

• Receive and log maintenance requests via the Client Portal and Red Rabbit, phone calls and emails.
• Process exit, entry, and quality control inspections and attend to repairs and timelines.
• Verify tickets for correct property, unit, scope, and priority.
• Query or reject incomplete requests before allocation.
• Ensure each maintenance issue is logged in a single, traceable ticket.
• Allocate tickets to approved contractors based on trade, availability and SLAs.
• Issue work instructions through Red Rabbit and monitor progress.
• Follow up on delays and escalate if necessary.
• Capture quotations and invoices against the correct ticket and approved quotation.
• Identify scope creep, duplicate billing, or repeated call-outs.
• Provide clear updates to Portfolio Managers and maintain client visibility.

Conocimientos

Organisational skills

Attention to detail

Communication

Time management

Multitasking

Educación

Matric/Grade 12

Administrative qualification

Herramientas

Red Rabbit

Client Portal

Descripción del empleo

IGrow Wealth Investments Group of Companies, proudly positioned as South Africa's #1 Investment company, is seeking organised, proactive, and detail-oriented Maintenance Administratorsto join our team in Midrand, Gauteng.

As a Maintenance Administrator you will be responsible for the administration, coordination, and control of maintenance workflows within the Maintenance Centre of Excellence. This role ensures that all maintenance requests are logged correctly, allocated timeously, tracked through to completion, and captured accurately, using the Client Portal and Red Rabbit as the core working systems. The Maintenance Administrator supports Portfolio Managers by providing clear, factual operational updates, allowing them to manage client communication effectively.

• Matric/Grade 12.


• Relevant administrative qualification.


• Minimum of 2+ years in an administrative/coordination role, property or facilities environment.


• Strong administrative and organisational skills.


• Experience with maintenance/ticketing systems (Red Rabbit or similar).


• 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 elevate.

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.