Job Description

Job Title:

Reactive Maintenance Administrator

Location:

Remote

Job Type:

Permanent, Full-Time

Job Overview

We are seeking a highly motivated and organised

Reactive Maintenance Administrator

to join our South African team. This role supports the operations of a London-based property services company and is key to ensuring the effective coordination of reactive maintenance tasks, one-off jobs, material requests, and communication between clients, field staff, and management.



This is a fast-paced role that requires excellent communication, coordination, and problem-solving skills.

Key Responsibilities

Reactive Works and One-Off Job Management

Serve as the first point of contact for clients and handymen Provide quotes for reactive and simple maintenance jobs Once instructed, update Basecamp with job details Notify the Scheduler via Basecamp and the WhatsApp group Upload completed job photos and summaries for client updates (where applicable) Log and manage issues reported by cleaners

Materials Management

Receive and log material requests from cleaning staff Present material quotes to clients and obtain approval Coordinate with the UK office for packing and dispatch Maintain updated materials lists using Google Sheets Keep requesting staff members informed on delivery progress

Job and Invoice Coordination

Enter job details and work orders into Basecamp Provide accurate billing information to the Accounts team Confirm invoice recipients with Directors where necessary

Operational and Client Support

Respond to WhatsApp and phone communication from field staff Notify clients of operational issues (e.g. lift breakdowns, leaks, rubbish overflow) Manage the shared email inbox and ensure timely responses Log client instructions and collaborate with the scheduling team for execution

Complaint Handling and Process Improvement

Address job-related complaints professionally Recommend improvements to workflows and processes for management review

Ad Hoc Support

Provide assistance to Directors and Managers on additional projects as needed

Skills and Experience Required

Strong written and verbal communication Excellent organisational and multitasking skills Ability to work independently and remain calm under pressure Familiarity with Basecamp, Google Sheets, and email platforms (training provided) Prior experience in operations, administration, or customer service is advantageous

Salary

R23,000 per month

Working Hours

UK Time: 8:00 AM - 5:00 PM

October to March: 10:00 AM - 7:00 PM (SA Time) March to October: 9:00 AM - 6:00 PM (SA Time)
Includes a 60-minute lunch break

Leave

15 days of annual leave All South African public holidays




This role supports the company's commitment to

Employment Equity

. In line with the

Employment Equity Act

, preference will be given to suitably qualified South African citizens from designated groups.

Candidates must have legal authorisation to work in South Africa.

The company reserves the right not to make an appointment.