Portfolio Assistant (Maintenance-Focused)

West Coast Personnel; Wes-Kaap; On-site; ZAR 50 000 - 200 000; Full time

Job summary

A property management firm is seeking a Portfolio Assistant to provide operational and administrative support to the Portfolio Manager. The role involves coordinating maintenance requests, preparing meeting documentation, and maintaining accurate records. Ideal candidates should possess strong communication skills, a keen attention to detail, and the ability to manage multiple maintenance tasks. This position is essential for ensuring the smooth running of day-to-day operations within the organization.

Qualifications

• Strong understanding of maintenance processes and contractor coordination.
• Excellent administrative and organisational skills.
• Clear and professional communication abilities.

Responsibilities

• Assist with preparing meeting packs and maintain accurate scheme records.
• Serve as the primary contact for maintenance requests.
• Track maintenance-related expenses and support budget monitoring.
• Communicate updates on maintenance work to stakeholders.

Skills

Strong understanding of maintenance processes

Excellent administrative and organisational skills

Clear and professional communication abilities

Attention to detail

Ability to manage multiple maintenance tasks

Customer-service oriented

Job description

Job Description

The Portfolio Assistant provides operational, administrative, and maintenance coordination support to the Portfolio Manager. This role ensures the smooth running of day-to-day scheme activities, with a strong focus on maintenance oversight, contractor coordination, and stakeholder communication.

Key Responsibilities

• Administration & Governance Support
  • Assist with preparing AGM, SGM, and trustee meeting packs, notices, and minutes.
  • Maintain accurate scheme records, including contracts, maintenance logs, correspondence, and compliance documents.
• Maintenance Coordination
  • Serve as the primary contact for maintenance requests from owners, trustees, and tenants.
  • Log, track, and follow up on maintenance issues to ensure timely resolution.
  • Obtain quotes, coordinate contractor appointments, and monitor work progress.
  • Support preventative maintenance schedules and maintain maintenance registers.
  • Assist with property inspections and prepare related reports or follow-up actions.
• Financial & Supplier Support
  • Assist with processing contractor invoices and gathering supporting documentation for insurance claims.
  • Track maintenance-related expenses and support budget monitoring.
  • Provide information for levy queries and maintenance-related financial enquiries.
• Communication & Stakeholder Liaison
  • Communicate updates on maintenance work to owners, trustees, and residents.
  • Liaise with service providers to clarify scope, timelines, and performance expectations.
  • Assist in resolving maintenance-related queries and disputes by coordinating responses.

Core Competencies

• Strong understanding of maintenance processes and contractor coordination
• Excellent administrative and organisational skills
• Clear and professional communication abilities
• Attention to detail with strong follow-through
• Ability to manage multiple maintenance tasks simultaneously
• Customer-service oriented and solution-driven