Maintenance Administrator at IGrow Wealth Investments

• IGrow Wealth Investments Group of Companies, proudly positioned as South Africa’s #1 Investment company, is seeking organised, proactive, and detail-oriented Maintenance Administrators to join our team in Midrand, Gauteng.
• As a Maintenance Administrator you will be responsible for the administration, coordination, and control of maintenance workflows within the Maintenance Centre of Excellence. This role ensures that all maintenance requests are logged correctly, allocated timeously, tracked through to completion, and captured accurately, using the Client Portal and Red Rabbit as the core working systems. The Maintenance Administrator supports Portfolio Managers by providing clear, factual operational updates, allowing them to manage client communication effectively.

Minimum requirements (Advantageous):

• Matric/Grade 12.
• Relevant administrative qualification advantageous.
• Minimum of 2+ years in an administrative/coordination role, property or facilities environment advantageous.
• Strong administrative and organisational skills.
• Experience with maintenance/ticketing systems (Red Rabbit or similar) advantageous.
• High attention to detail and accuracy when capturing quotations, invoices and inspection records.
• Ability to manage multiple contractors, SLAs and timelines simultaneously.
• Confident and clear communicator when liaising with Portfolio Managers.
• Proactive and detail-oriented, with strong ownership of the ticket queue.
• Ability to hold contractors accountable to agreed timelines.
• Proactively identifies and flags bottlenecks before they escalate.

Duties and responsibilities include, but not limited to:

Maintenance Ticket Administration:

• Receive and log maintenance requests via the Client Portal and Red Rabbit, phone calls, emails and other required platforms. 
• Process exit, entry, and quality control inspections and attend to the necessary repairs and timelines attached.
• Verify tickets for correct property, unit, scope, and priority.
• Query or reject incomplete requests before allocation.
• Ensure each maintenance issue is managed through a single, traceable ticket.

Job Allocation & Follow-Up:

• Allocate tickets to approved contractors based on trade, availability, and SLAs.
• Issue work instructions through Red Rabbit.
• Monitor job progress and proactively follow up on delays.
• Escalate stalled or problematic jobs to the Maintenance Team Leader or Facilities Manager.

Quotation & Cost Administration:

• Request and capture quotations where required.
• Ensure quotations align with the approved scope of work.
• Confirm approvals are in place before work proceeds.
• Capture invoices and bill accurately against the correct ticket and approved quotation for payment to respective contractors.
• Identify and flag scope creep, duplicate billing, or repeated call-outs.

Portfolio Manager Support:

• Provide clear and factual updates to Portfolio Managers only.
• Ensure Portfolio Managers have visibility of job status, contractor feedback, and access or scheduling issues.
• Portfolio Managers remain the sole client-facing contact for owners and tenants.

Systems & Workflow Discipline:

• Maintain accurate ticket statuses in Red Rabbit at all times.
• Ensure all notes, approvals, quotations, and invoices are uploaded and recorded.
• Close tickets only once work is confirmed complete and documentation is in place.
• Enforce consistent use of systems and prevent off-system work.

Recurring Issue Identification:

• Identify recurring maintenance issues across units or schemes.
• Highlight contractor performance concerns or repeated rework.
• Escalate recurring issues to the Facilities Manager.