Permanent
Portfolio Assistant (Maintenance-Focused)
West Coast Personnel
Unknown, Western Cape
unknown
About this role
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