Property/Facilities Management - Property Administrator Western Cape FULL TIME Job Summary Key Responsibilities: * Maintain accurate electronic filing systems for all quotes, invoices, compliance documents, and condition reports * Update and manage property portfolio information, including rental schedules and valuations * Log, track, and follow up on property-related and municipal incidents * Manage tenant-reported maintenance issues from initial logging through to resolution * Assess maintenance responsibility in line with lease agreements and communicate outcomes to tenants * Coordinate contractors, schedule site visits, and ensure timely execution of maintenance work * Liaise with tenants, contractors, and portfolio managers to ensure clear communication and workflow alignment * Obtain, review, and submit quotes for approval, ensuring all supporting documentation is accurate and complete * Monitor maintenance and project progress, conduct follow-ups, and ensure quality and completion standards are met * Coordinate maintenance projects, including scheduling, site meetings, inspections, and final sign-off * Arrange planned maintenance and annual service schedules, ensuring all work is completed as required * Verify invoices against work completed, resolve discrepancies, and submit for authorisation * Support supplier payment processes, including tracking, reconciliation, and correction of invoice errors * Capture and maintain budget and cost tracking information related to maintenance and projects * Assist with health and safety documentation and contractor appointment processes * Manage insurance claims related to maintenance, from submission through to resolution and payment * Coordinate inspections, snag lists, and annual condition reports, ensuring all required actions are completed * Schedule and manage diaries, appointments, and contractor access to properties * Arrange day-to-day operational requirements, including cleaning, materials, and maintenance-related logistics * Support accounts with maintenance recoveries and act as liaison between tenants and internal teams * Provide ongoing administrative and operational support to Portfolio Managers and the wider team Requirements: * Minimum 3–5 years’ experience in property administration & maintenance coordination * Matric / Grade 12 with own transport * Experience working with invoicing, budgets, and cost tracking To apply, please send your CV to craig@personastaff.co.za Ltd is POPIA compliant. All personal information is processed in accordance with the Protection of Personal Information Act for recruitment purposes only. Persona Staff Recruiter