Job Description

Job Title:

Maintenance Administrator

Job Type:

Permanent

Location:

Remote, Stellenbosch, Western Cape

Job Summary:

We are seeking a highly organised and detail-oriented

Maintenance Administrator

oversee reactive maintenance tasks, manage materials procurement, and act as a key liaison between clients, staff, and management. This role requires strong communication skills, attention to detail, and the ability to efficiently coordinate maintenance activities. The ideal candidate will ensure that maintenance jobs are handled promptly and that clients receive regular updates on job progress.

Key Responsibilities:

Reactive Works & One-Off Jobs Management:


Serve as the first point of contact for both clients and handymen regarding reactive maintenance jobs. Provide quotes for reactive works and one-off jobs. Once instructed, update Basecamp with job details and notify the Scheduler via Basecamp and the WhatsApp reactive works group. Ensure clients receive updates with photos of completed reactive and one-off jobs, including material delivery jobs (only when the client is paying for materials).

Materials Management:


Handle materials requests from cleaners and maintenance teams. Present material quotes to clients for approval. Once approved, request the UK office to pack the materials and update the requesting cleaner or staff member accordingly. Maintain an up-to-date inventory of frequently used materials.

Job & Invoice Management:


Update Basecamp with details of reactive and one-off jobs, including adding work orders. Provide Accounts with billing details via Basecamp, specifying amounts and invoice recipients. Confirm any unclear billing details with Directors before invoicing.

Complaint Handling & Process Improvement:


Address complaints related to reactive and one-off jobs professionally and efficiently. Recommend improvement plans to the Manager for review and implementation. Assist Directors and Managers with additional projects as requested.

Skills and Qualifications:

Strong communication and interpersonal skills. Excellent organisational and time-management abilities. Proficiency in using systems such as Basecamp, Google Sheets, and email platforms (training will be provided). Problem-solving abilities to address issues as they arise. Previous experience in operations, maintenance coordination, or customer service is a plus.

Requirements:

Must be based in Cape Town Candidates must have access to fibre internet with a minimum line speed of 50 Mbps and a quiet workspace at home. Additionally, availability for a trial day to assess skills is required

Salary:

R20,000 - R25,000 per month

Working Hours:

Monday to Friday (supporting UK business hours)

During UK Winter (South Africa is 2 hours ahead of the UK): 9:00 am to 6:00 pm SAST * During UK Summer (South Africa is 1 hour ahead of the UK): 8:00 am to 5:00 pm SAST