We are looking for an organised, proactive and confident Property Maintenance Coordinator to join our busy Property Management team.
This is primarily a dedicated maintenance role, with responsibility for coordinating residential property maintenance from the moment an issue is reported through to completion.
As part of a wider Property Management team, you will also be trained across key departmental processes and will be expected to provide appropriate cover and support across the department during periods of annual leave, sickness or other absence.
The Role
You will manage your own portfolio of maintenance cases and be responsible for ensuring each case has a clear next action and is progressed efficiently.
Your responsibilities will include:
* Receiving and reviewing new maintenance reports.
* Obtaining appropriate information, photographs and details from tenants.
* Keeping landlords informed of maintenance issues and obtaining instructions where required.
* Checking whether landlords wish to use their own contractors before works are arranged.
* Liaising with contractors and arranging appointments.
* Coordinating access with tenants.
* Requesting and obtaining quotations.
* Reviewing quotations for completeness before referring them for technical review where required.
* Sending quotations and recommendations to landlords.
* Instructing contractors following landlord approval.
* Chasing contractors, landlords and tenants to ensure jobs continue progressing.
* Keeping tenants and landlords updated throughout the maintenance process.
* Processing maintenance invoices.
* Maintaining accurate property and maintenance records.
* Ensuring all actions and communications are recorded on our property management system.
* Monitoring outstanding maintenance and identifying cases that require escalation.
* Closing completed maintenance cases promptly and accurately.
* Escalating technical, complex or high-risk matters to the Senior Property Manager where appropriate.
Although maintenance will be your primary area of responsibility, all members of our Property Management team are expected to work collaboratively and provide appropriate cover across the department when required.
You will therefore be expected to learn the key processes undertaken by other members of the Property Management team and, following appropriate training, assist with or provide cover for these responsibilities during periods of annual leave, sickness, increased workload or other absence.
This may include general property administration, compliance administration, inspections, end-of-tenancy administration and other duties reasonably required within the Property Management department.
What We Are Looking For
We are looking for somebody who:
* Is extremely organised and able to manage a busy workload.
* Takes ownership rather than waiting to be reminded.
* Is confident communicating by telephone and email.
* Is comfortable speaking with landlords, tenants and contractors.
* Can prioritise effectively when several matters require attention.
* Pays close attention to detail.
* Is confident using computer systems and learning new software.
* Keeps accurate records.
* Is comfortable chasing people and following matters through to completion.
* Can recognise when something requires escalation.
* Works well independently while also being part of a wider team.
* Is flexible and willing to support colleagues and other areas of the department when required.
* Is willing to ask questions and learn.
Previous experience within property management, lettings, maintenance coordination or a similar administrative/coordination role would be beneficial.
What Success Looks Like
You will be successful in this role when:
* Maintenance cases are progressed promptly.
* Every live case has a clear next action.
* Landlords and tenants receive regular updates.
* Contractors are instructed and chased appropriately.
* Outstanding jobs are actively managed rather than allowed to sit.
* Maintenance invoices are processed promptly.
* Property records remain accurate and up to date.
* Risks and delays are identified and escalated early.
* Completed jobs are closed efficiently.
* You are able to support the wider Property Management team when required.
About the Team
You will work within a structured Property Management department alongside colleagues responsible for compliance and administration, inspections and end of tenancy, together with a Senior Property Manager providing technical support and oversight.
This is a busy role and would suit somebody who enjoys having responsibility for their own workload, solving problems and seeing matters through from beginning to end.
If you are organised, proactive and enjoy working in a fast-paced property environment, we would love to hear from you.
Full training will be provided.
Pay: Up to £26,000.00 per year
Benefits:
- Free parking
- On-site parking
Work Location: In person
