Employer: West Coast Personnel 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 ResponsibilitiesAdministration & 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