NEW ACQUISITIONS – COMPLIANCE & HEALTH & SAFETY COORDINATOR

NEW ACQUISITIONS – COMPLIANCE & HEALTH & SAFETY COORDINATOR

Location: Cape Town or Durban, South Africa
Employment Type: Full-Time
Working Arrangement: Remote
Industry: Property Management / Residential Property

About the Role

We are seeking a highly organised and detail-oriented Compliance & Health and Safety Coordinator to support the onboarding and ongoing compliance requirements of newly acquired properties within a residential property portfolio.

The role will provide day-to-day coordination of statutory compliance, health and safety activities, inspections, documentation, remedial works and contractor communication. You will work closely with Property Managers (PMs), Assistant Property Managers (APMs), contractors, residents, site teams and operational stakeholders to ensure compliance requirements are accurately recorded, followed up and completed within the required timeframes.

The successful candidate will be confident managing multiple properties and deadlines, maintaining accurate compliance records and escalating high-priority issues appropriately.

Key ResponsibilitiesCompliance & Inspection Coordination

• Manage recurring statutory compliance events for assigned buildings.
• Arrange service visits and inspections with relevant contractors and suppliers.
• Obtain inspection and service reports and ensure all documentation is uploaded correctly.
• Maintain accurate compliance trackers, renewal dates and evidence trails.
• Review inspection outputs, identify significant findings and ensure responsible parties understand the required actions.
• Follow up on outstanding reports, documentation and compliance actions.

Health & Safety / HSFRA Coordination

• Coordinate Health & Safety Fire Risk Assessment (HSFRA) activities, including:
• Booking inspections and assessments.
• Gathering pre-inspection information.
• Arranging contractor and site access.
• Receiving and reviewing reports.
• Identifying required actions.
• Escalating high-priority or significant risks.
• Maintain accurate records of HSFRA findings and remedial actions.
• Support operational teams with general health and safety coordination under management guidance.

New Acquisition Compliance

• Complete compliance gap analysis when new agents or properties are brought into the portfolio.
• Identify missing documentation, overdue inspections, outstanding remedial works and other compliance gaps.
• Highlight significant concerns and areas requiring immediate attention.
• Support the smooth transfer of compliance information into the relevant systems.

Compliance Systems & Documentation

• Maintain compliance information within Zoho and other relevant compliance systems, including Golden Thread records where applicable.
• Ensure evidence trails, certificates, reports and renewal dates are accurate and up to date.
• Maintain organised and auditable compliance documentation.
• Ensure compliance records provide a clear and reliable picture of the current position across the assigned portfolio.

Remedial Works & Contractor Coordination

• Obtain quotations for required remedial works.
• Submit quotations and relevant information to Property Managers for approval.
• Track approved remedial works through to completion.
• Obtain and upload completion evidence.
• Coordinate access between contractors, residents, site teams and property management teams.
• Follow up with suppliers and contractors regarding outstanding actions and delays.

Engineering Insurance & Property Support

• Assist with engineering insurance reports and associated remedial actions.
• Follow up on missing asset information and documentation.
• Liaise with suppliers, contractors and property teams to resolve outstanding queries.
• Support Property Managers and Assistant Property Managers with compliance-related requests.

ICO & Certification Management

• Coordinate ICO registration and certification management.
• Maintain accurate records of registrations, certificates, renewal dates and supporting documentation.
• Follow up on upcoming renewals and ensure relevant records remain current.

Reporting & Communication

• Attend regular meetings with relevant operational and property teams.
• Provide updates on portfolio compliance, overdue actions, blockers and upcoming activities.
• Prepare monthly portfolio compliance updates.
• Escalate high-risk or overdue matters promptly.
• Maintain clear and professional communication with PMs, APMs, contractors and other stakeholders.

Core Deliverables

• Current compliance systems and trackers for the assigned portfolio.
• Accurate inspection reports, certificates and evidence records.
• HSFRA action summaries and high-risk escalation notes.
• Remedial quotations and completion evidence tracking.
• Accurate renewal and inspection schedules.
• Monthly portfolio compliance updates.
• Clear records of outstanding actions and responsible parties.

Experience & Knowledge

Essential:

• Strong administration and coordination experience.
• Excellent organisational and record-keeping skills.
• Ability to manage multiple deadlines and follow up consistently.
• Strong attention to detail and accuracy.
• Good written and verbal communication skills.
• Confident working with spreadsheets, databases and online systems.
• Ability to identify outstanding actions and ensure they are followed through to completion.

Desirable:

• Experience within property management, residential property, compliance, health & safety or facilities management.
• Experience coordinating contractors, inspections or remedial works.
• Exposure to statutory compliance requirements.
• Experience working with compliance management systems such as Zoho or similar platforms.
• Familiarity with Golden Thread documentation and evidence management.
• Experience with HSFRA/fire safety processes.
• Previous experience working with Property Managers or Assistant Property Managers.

Key Skills & Behaviours

We are looking for someone who is:

• Highly organised and able to manage multiple properties and competing priorities.
• Detail-oriented, with a strong focus on accurate documentation.
• Proactive in identifying gaps and following up outstanding actions.
• Confident communicator who can work effectively with contractors, residents and internal teams.
• Accountable and comfortable taking ownership of assigned tasks.
• Analytical, with the ability to review reports and identify significant findings.
• Calm under pressure and able to escalate urgent matters appropriately.
• Collaborative and comfortable working closely with PM and APM teams.
• Technically confident and able to learn new systems quickly.
• Comfortable working independently in a remote environment.

Measures of Success

Performance will be assessed against:

• Portfolio compliance scores.
• Timeliness and accuracy of document uploads.
• Reduction in overdue inspections and remedial actions.
• Timeliness of high-priority risk escalation.
• Completion of remedial actions within agreed timescales.
• Accuracy and reliability of compliance records.
• Quality of communication and collaboration with PM/APM teams.
• Effective onboarding and gap identification for newly acquired properties.

Why Join?

This is an excellent opportunity for an organised compliance or property professional to play a key role in ensuring a growing residential property portfolio remains safe, compliant, well documented and effectively managed

Work Location: Remote