Relets Coordinator
Job Purpose
The Relets Coordinator is responsible for the end-to-end administration, coordination, and commercial management of residential relet projects. The role ensures that all Request for Offers (RFOs), contractor quotations, compliance documentation, project schedules, maintenance requirements, financial records, and invoicing processes are completed accurately and within required timescales.
Working closely with Construction Management, Property Managers, Maintenance Teams, Contractors, and Accounts, the Relets Coordinator ensures vacant properties are refurbished, compliant, and ready for occupation while maintaining accurate records and cost controls throughout the project lifecycle.
Key Responsibilities
Project Administration & ACM Management
- Monitor and respond to project invitations received through the ACM platform.
- Review and accept project invitations within required timescales.
- Manage and track Request for Offers (RFOs) through ACM notifications and project timelines.
- Maintain accurate project records throughout the lifecycle of each relet.
Construction Phase Plan (CPP) Administration
- Prepare and submit Construction Phase Plans (CPPs) before releasing contractor offers.
- Upload CPP documentation to ACM and ensure visibility to client stakeholders.
- Maintain CPP records and ensure compliance requirements are met.
Relet Assessment & Maintenance Coordination
- Create and manage relet cases within the Customer Management (CM) system.
- Record and categorise maintenance issues for each property.
- Identify specialist works requiring external contractors, including:
- Plumbing
- Electrical works
- Door entry systems
- Appliance replacements
- Compliance-related works
- Liaise with Property Managers and specialist contractors to arrange required works.
- Coordinate PAT testing and Gas Safety Checks (GSC) where required.
Commercial Offer Preparation
- Analyse RFO specifications and quantify required works.
- Prepare detailed draft offers using ACM pricing schedules.
- Create custom service items where works fall outside standard ACM pricing structures.
- Review all offers for accuracy before releasing binding offers through ACM.
Scheduling & Resource Planning
- Maintain the Weekly Relet Schedule.
- Allocate projects according to planned start and completion dates.
- Calculate estimated labour durations based on project scope and productivity targets.
- Record:
- Project values
- Labour costs
- Decoration costs
- Material costs
- Maintenance costs
- Update project statuses and progress indicators throughout delivery.
Operational Coordination
- Prepare and distribute work instructions to site teams before project commencement.
- Produce detailed work schedules and specifications for operatives.
- Communicate project requirements to painters, decorators, and multi-trade operatives.
- Provide weekly schedule updates to operational managers.
- Coordinate project activities throughout the refurbishment period.
Change Management & Additional Works
- Monitor ACM project notes and communications.
- Identify additional works raised during project delivery.
- Prepare and submit supplementary offers for variations and additional works.
- Communicate all changes promptly to operational teams.
- Manage post-inspection snagging items and corrective works.
Compliance & Quality Assurance
- Upload compliance inspections, completion photographs, and supporting documentation.
- Manage post-completion documentation, including:
- Relet compliance checks
- Property photographs
- Walk-through videos
- EICR documentation where applicable
- Upload and archive project documentation in SharePoint and company systems.
Financial Administration & Invoicing
- Monitor Purchase Order approvals and project financial milestones.
- Process Purchase Order confirmations through ACM.
- Generate and release Invoice Previews.
- Ensure invoices are submitted accurately and in line with approved project values.
- Maintain accurate cost tracking and expenditure records.
Performance & Timescales
- Ensure all initial relet administration, costing, and offer submissions are completed within three working days of receiving an RFO.
- Monitor project progress against deadlines.
- Maintain accurate status updates on the Relet Schedule.
- Ensure completed stages are updated and tracked through project reporting systems.
Skills & Experience
Essential
- Experience in property maintenance, construction administration, facilities management, housing, or refurbishment coordination.
- Strong administrative and organisational skills.
- Experience managing multiple projects simultaneously.
- Excellent attention to detail and data accuracy.
- Proficiency in Microsoft Office, particularly Excel.
- Experience using CRM, project management, or contractor management systems.
- Strong communication and stakeholder management skills.
- Ability to interpret maintenance specifications and schedules of work.
- Understanding of cost control and invoice administration.
Desirable
- Experience within residential property, social housing, or build-to-rent environments.
- Knowledge of construction compliance requirements and health & safety documentation.
- Experience using ACM, CM, SharePoint, or similar property management systems.
- Understanding of maintenance trades and refurbishment processes.
- Knowledge of EICR, PAT testing, Gas Safety Certification, and property compliance requirements.
Pay: £30,000.00-£44,002.38 per year
Work Location: In person
