Job Description
We are looking to recruit a Office Maintenance Coordinator to join our property services team based in Essex. The successful candidate will play a key role in coordinating the responsive and planned repairs to tenanted properties, ensuring works are planned, monitored and completed efficiently to meet client timescales and performance targets.
You will act as a central point of contact for clients, tenants, contractors, subcontractors and our directly employed engineers throughout the process. This is a busy and fast-paced role requiring excellent organisational skills, the ability to prioritise workloads, and strong communication skills. You will be responsible for coordinating multiple properties simultaneously while ensuring customers and clients receive a professional and efficient service.
The role includes processing works through our in-house management system (full training provided), arranging appointments and access, scheduling engineers and subcontractors, monitoring progress of works, liaising with clients regarding updates, and ensuring all jobs are completed accurately from instruction through to completion and invoicing. You will also ensure all relevant certification, documentation and job information is uploaded and maintained throughout the lifecycle of each responsive repair job.
Main Duties and Responsibilities
- Handle inbound calls and emails from clients, contractors, subcontractors and engineers.
- Log responsive repair works orders onto the company management system and manage them through to completion.
- Coordinate and schedule works for directly employed engineers and subcontractors to meet repair turnaround targets.
- Monitor progress of all live jobs, ensuring works remain on programme.
- Liaise with clients to provide regular updates on property progress and completion dates.
- Arrange appointments, access and key collections where required.
- Chase outstanding updates, certifications and paperwork to ensure jobs can be completed and invoiced promptly.
- Resolve customer and client queries efficiently and professionally.
- Ensure all completed works from the previous day have been uploaded and processed correctly.
- Raise purchase orders where required and accurately process subcontractor invoices.
- Assist with obtaining quotations for additional works and issue quotation references to clients.
- Maintain accurate records and ensure all job information is updated within the company management system.
- Work closely with Contracts Managers and Supervisors to ensure contractual KPIs and turnaround times are achieved.
- Support the wider operations team with administrative duties relating to void property delivery.
Knowledge, Skills and experience:
- Excellent communication skills, both verbal and written
- Excellent software skills specifically Microsoft Office packages
- Discretion and understanding of confidential issues
- Strong personal time management ability
- Ability to work on own initiative as well as part of a team
- Exceptional attention to detail
- Reliability
- Flexibility
- People-focused
- Good problem-solving abilities
- Assertiveness
- Confidence
- Strong administrative experience of multi-disciplined organisation
- Ability to build relationships with clients
Desirable but not essential:
- Experience working as a property Maintenance Co-ordinator
- SOR Code/Social Housing experience
Pay: Competitive
Benefits:
- Company events
- Company Pension
- On-site Parking
- Casual Dress
Schedule:
- Monday to Friday
- Overtime
- 1 weekend day a month
Job Types: Full-time, Permanent
Work Location: In person
