Job Description
Maintenance Administrator We are currently seeking an experienced and highly organised Maintenance Administrator/Coordinator to join our busy and expanding property management team. This is an excellent opportunity for a motivated individual looking to develop their career within a friendly, professional and growing estate agency. The successful candidate will play a key role in coordinating property maintenance, supporting tenants and landlords, liaising with contractors and suppliers, carrying out property inspections and ensuring that all properties remain well maintained and compliant with relevant regulations. Key Responsibilities Answer incoming telephone calls and respond professionally to client, tenant and contractor enquiries. Manage the maintenance diary and coordinate appointments and property access. Liaise with tenants regarding property repairs, maintenance issues and general property management matters. Coordinate and monitor repairs and maintenance works from initial reporting through to completion. Liaise with builders, contractors and suppliers daily. Obtain and compare quotations for maintenance and building works. Work with landlords to agree quotations and arrange approved works. Monitor the progress of contractors and ensure works are completed to an appropriate standard and within agreed timescales. Maintain accurate records of all maintenance works, contractor details, quotations, receipts and invoices. Carry out regular property inspections, including three- to six-monthly inspections, and prepare detailed reports for property owners. Manage the move-in and move-out process, including inventories and relevant tenant documentation. Register new tenants for applicable utility services. Enter and maintain accurate property, tenant and contractor information within the company's database and specialist property-management software. Monitor property compliance, including EPCs, Gas Safety Certificates and Electrical Safety Certificates. Monitor HMO and selective licence-related requirements, including fire safety regulations, licences and relevant certificates. Maintain accurate records of HMO licence and certificate expiry dates using the company's database system. Assist landlords and tenants with general property management queries. Work closely with the finance team to ensure contractor invoices are received, processed and paid promptly. Follow up on outstanding invoices and documentation where necessary. Assist with general office administration and ensure the office filing system is organised and maintained. Support the wider team and provide cover for colleagues when required. Carry out any other reasonable administrative and property-management duties as required. Essential Skills & Experience The successful candidate will be: Professional, discreet and confident when dealing with clients, tenants and contractors. An excellent communicator with strong written and verbal communication skills. Highly organised, reliable and able to manage multiple priorities effectively. Comfortable working independently while also contributing positively to a team environment. Able to work under pressure, meet deadlines and manage a varied workload. Confident dealing with challenging situations and resolving day-to-day issues in a polite, professional and positive manner. Trustworthy and able to maintain confidentiality at all times. Customer-focused, with a professional and approachable telephone manner. Highly organised with excellent attention to detail and time-management skills. IT literate, with a good working knowledge of Microsoft Word, Excel and standard office systems. Comfortable learning and using specialist property-management and database software. Flexible and willing to assist with other duties and cover colleagues when required. Qualifications & Experience Previous administration experience is desirable. Previous experience within property management, maintenance administration or a similar environment would be advantageous. GCSEs and A-Levels, or equivalent relevant qualifications, are required. Experience dealing with customers, contractors or suppliers would be beneficial. Knowledge of property compliance, HMO, Selective license requirements or maintenance coordination would be an advantage, although training may be provided for the right candidate. UK Driving License or Motorbike license What We Offer This role provides an excellent opportunity to develop your skills and build a long-term career within a growing property management organisation. You will become an integral part of a friendly and supportive team, with opportunities for career progression as the business continues to expand. Salary: £12.71.00–£13.00 per hour, depending on experience and qualifications Working Hours: Monday to Friday, 9.00 am–5:30 pm Location: London (N8) Employment Type: Full-time