Maintenance Administrator

Purpose of the Role

The Maintenance Administrator will provide administrative and coordination support to the Property Manager and the wider maintenance team, ensuring repairs, servicing, and compliance works are scheduled, tracked, and delivered efficiently. The role is central to maintaining excellent tenant communication and ensuring all property maintenance records are accurate and up to date.

Key Responsibilities

1. Repairs & Maintenance Coordination

• Receive and log maintenance requests from tenants, Housing Officers, and contractors.
• Allocate jobs to approved contractors and track progress until completion.
• Monitor outstanding work orders and follow up with contractors to ensure timely delivery.

2. Compliance Administration

• Maintain up-to-date records for property compliance requirements, including gas safety, electrical testing, fire safety checks, and other statutory inspections.
• Schedule compliance appointments and issue reminders to contractors and tenants.
• Support the Property Manager with producing compliance reports.

3. Contractor Liaison

• Act as the first point of contact for contractor queries and documentation.
• Ensure contractor details, insurance certificates, and accreditations are kept up to date.
• Raise purchase orders and process invoices in line with financial procedures.

4. Tenant Communication

• Update tenants on the status of their repairs and appointments.
• Provide clear guidance on access requirements and timescales for works.
• Handle repair-related complaints promptly and escalate where necessary.

5. Data & Record Keeping

• Keep the maintenance database and housing management system accurate and current.
• Assist with preparing performance reports for the Property Manager and senior management.
• File and store documents in accordance with GDPR and company policies.

Person Specification

Essential

• Previous administrative experience, ideally in property, maintenance, or housing.
• Strong organisational skills and attention to detail.
• Good communication skills, both written and verbal.
• Ability to prioritise workloads and meet deadlines.
• Competent in Microsoft Office and comfortable using databases.

Desirable

• Experience in a social housing environment.
• Knowledge of maintenance or property compliance processes.
• Familiarity with housing or asset management systems.