Maintenance and Caretaker Services Administrator

ULC; Cape Town; On-site; ZAR 180,000 - 240,000; Full time

Job summary

Trafalgar Cape Town seeks a highly organised Maintenance and Caretaker Services Administrator to provide administrative support across our Caretaker Services and Sectional Title Maintenance departments. The successful candidate will coordinate maintenance activities, manage contractor and client communications, maintain records and ensure service delivery standards across multiple properties.

The ideal candidate will have Matric, 1–2 years of administrative experience in property-related

Qualifications

• Matric certificate (Grade 12) is required.
• Experience in property management, facilities maintenance or related environment preferred.
• Proficient in Microsoft Word, Excel, Outlook and Teams.

Responsibilities

• Capture and maintain caretaker projects and tasks in logs.
• Maintain maintenance schedules and project updates.
• Prepare client reports on project status and activities.
• Coordinate maintenance work with contractors and service providers.
• Process invoices and maintain filing for maintenance documents.
• Monitor communications from clients, contractors and stakeholders.

Skills

Administrative coordination

Communication skills

Time management

Attention to detail

Education

Matric (Grade 12)

Certificate in Office Administration

Certificate in Property/Facilities Management (advantageous)

Tools

Microsoft Office Suite

Job description

# Maintenance and Caretaker Services AdministratorTrafalgar PropertyCape Town, GautengFull TimeCloses 19 Dec 2026Listing sourced from **Trafalgar Property**'s careers page.View original posting & apply on their website.Trafalgar Cape Town seeks a highly organised and proactive Maintenance and Caretaker Services Administrator to provide administrative support across our Caretaker Services and Sectional Title Maintenance departments. The successful candidate will play a key role in coordinating maintenance activities, managing contractor and client communications, maintaining accurate records and ensuring service delivery standards are met across multiple properties. This position requires an individual who thrives in a fast-paced environment, possesses excellent attention to detail and can effectively manage multiple priorities while maintaining a high level of customer service. The ideal candidate enjoys coordinating people, projects and processes. They will be comfortable interacting with clients, contractors, trustees, estate agents and internal teams while ensuring that maintenance and caretaker service functions operate efficiently and professionally. Key Responsibilities Caretaker Services Administration Capture and maintain all caretaker projects and tasks within departmental action logs. Maintain and distribute maintenance schedules and project updates. Prepare and issue client reports on project status and service activities. Monitor maintenance-related WhatsApp groups during business hours and, where operationally required, after hours. Manage incoming telephone calls and enquiries from clients, contractors, estate agents and stakeholders. Follow up on outstanding instructions issued to Site Technicians and external contractors. Maintain and update the vetted estate agent database. Provide administrative support to the Department Head, including diary management, meeting coordination, document preparation and general administration. Sectional Title Maintenance Administration Log and manage maintenance requests and service calls. Coordinate maintenance work with contractors and service providers. Monitor job progress and follow up on completion timelines. Receive, process, index and file maintenance-related invoices daily. Arrange payments and follow up on outstanding approvals. Distribute monthly outstanding job reports to Portfolio Managers. Maintain and update the Preferred Contractors List. Assist with obtaining quotations for maintenance projects and repairs. Ensure SLAs, invoices, quotations and maintenance documentation are accurately maintained and filed. Conduct quarterly building inspections and assist with once-off property assessments. Monitor fire equipment maintenance schedules and contractor SLA compliance. Minimum Requirements Qualifications Matric (Grade 12) certificate. Certificate or qualification in Office Administration, Property Management, Facilities Management or a related field will be advantageous. Experience 1 to 2 years' administrative experience within a property management, facilities maintenance, sectional title or related environment. Experience coordinating contractors, maintenance requests and service providers will be advantageous. Experience working with property management software systems is beneficial. Technical Skills Proficient in Microsoft Office Suite, including Word, Excel, Outlook and Teams. Strong administrative and record-keeping abilities. Basic understanding of the Sectional Titles Act will be advantageous. Competencies and Attributes Excellent written and verbal communication skills. Strong organisational and time-management abilities. Exceptional attention to detail and accuracy. Ability to manage multiple workstreams simultaneously. Strong customer service and stakeholder management skills. Ability to work independently and take initiative. Adaptable and solution-oriented approach to problem-solving. Ability to meet deadlines and maintain a 24-hour turnaround time on administrative tasks. Professional, reliable and able to maintain confidentiality. Suitable applicants can apply via the online portal. Please take note that correspondence will only be conducted with shortlisted candidates. Should you not hear from us within 2 weeks, please consider your application unsuccessful.