Portfolio Assistant (Maintenance-Focused)

Recruiter:

West Coast Personnel

Job Ref:

CPT000770/LR

Date posted:

Thursday, December 4, 2025

Location:

Cape Town, South Africa

Salary:

R12 000.00 Monthly

SUMMARY:
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.

POSITION INFO:
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

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