Cape Town City Centre: Portfolio Assistant (Maintenance-Focused)

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