Residential Maintenance Admin

Trafalgar is the leading property rental agency across South Africa, letting and managing residential properties across all major metropolitan areas. Trafalgar has a wide selection of homes to rent, to suit all budgets, tastes and areas. Trafalgar offers full-service sectional title and home owners association (“HOA”) property management services across South Africa. A strong focus on accurate budgeting, detailed financial management reporting and governance excellence underpin Trafalgar’s property management services. Trafalgar Financial Services (“TFS”) is a boutique financial services company specialising in a range of property financial services products, targeted at residential estates and complexes across South Africa. Trafalgar Financial Services (“TFS”) is an authorised financial services and credit provider with a specialist property finance focus.

**Purpose**

To inspect the maintenance condition of managed properties (in, out and interim inspections), manage relevant maintenance administration and supervision in order to achieve time efficient and cost-effective maintenance delivery. Effective maintenance inspections and following up maintenance items will significantly support Trafalgar’s property management objectives to achieve a positive first impression for tenants either viewing or moving into a residential vacancy together with effective facility management of the common property. Ultimately a clean, secure and well-maintained property is essential for optimal financial and performance of the property and maintenance administrator and inspectors can make a meaningful difference in all these areas as the eyes and ears on the ground visiting a property and following up gaps to be addressed. Logging of all maintenance related queries in a timeous manner and liaising with both landlord and tenant effectively and efficiently.

**Duties and Responsibilities**:
**Duties and Responsibilities**:

- Documenting property maintenance inspections in line with inspection schedules and allocations to confirm maintenance conditions and requirements in schemes managed by Trafalgar.
- Creating a positive first impression to landlords and tenants by ensuring prompt professional and effective reporting on scheme conditions and ancillary matters related to operational running of the scheme
- Reporting of property and security related matters is essential.
- Ensuring that the systems are updated and maintained iro contact details, legislative items and document management of related items.
- Teamwork is essential and the maintenance administrator and inspector will be expected to assist other staff in achieving common goals and where necessary take over, temporarily, some functions of other staff to aid the department
- Client service friendly attitude and approach with all client facing activities. Friendly, efficient, first time right same day service delivery is essential
- Overall responsibility for scheduling, conducting and documenting property inspections or building inspections where required in a time efficient and thorough manner.
- Arranging necessary maintenance, through reports to the Maintenance administrator, for effective management of the scheme
- World class service is practiced throughout all areas of responsibility: same day service delivery, first time right, effective feedback and communication and well-organized administration and documentation
- Ensuring monthly or bi weekly reporting as to progress, problems and over all project management to the Divisional manager
- Scheduling of in & out maintenance inspections and building inspections where allocated
- Archive the inspection report on company system
- Advise the landlord and PM of any issues found on site that require immediate attention
- Arrange the necessary maintenance quotes and prices
- Advise the portfolio manager relevant maintenance prices to finalize the deposit refund administration
- Arrange maintenance bookings, work orders, job sign-offs and payment approvals where required
- Logging of all maintenance related queries
- Liaising with both landlords and tenants on all maintenance queries
- Ensuring all invoices are sent for payment with stakeholder’s approval attached
- Liaising with all contractors pertaining to work output and payments
- Sending remittance advise to contractors

**Minimum Experience required by the position**:

- Matriculation
- Computer Literacy (Microsoft Word, Excel and Outlook)
- 3+ Years experience - ESSENTIAL
- Own vehicle & license
- Good communication and time management skills
- Must work in an organised and efficient manner.
- Must be able to work under pressure.
- Good attention to detail and must take pride in work outcomes which should be neat and well organised

Please use reference nr: MAI0225