A well-resected & successful Property Management business based in the Docklands are seeking a Property Maintenance Administrator to join the team asap. The Property Maintenance Administrator will be responsible for overseeing administrative tasks related to the maintenance department which will involve managing schedules, communicating with maintenance staff, sub-contractors, maintaining records, and ensuring that all maintenance activities are carried out efficiently and effectively. The Property Maintenance Administrator will play a crucial role in ensuring that the organisation's facilities are well-maintained and operational.
Responsibilities:
- Scheduling and coordinating maintenance activities, repairs, and inspections.
- Logging notes on the operation system for maintenance and rest of the team.
- Communicating with maintenance team and sub-contractors to assign tasks and ensure timely completion of work orders.
- Maintaining accurate records of maintenance activities, including work orders, equipment maintenance logs, and inventory of spare parts and supplies.
- Running & reviewing weekly report of backlog for reactive jobs through operational system. Following up with tenants by phone/emails and closing down/reducing volume to ensure we are up to date.
- Collaborating with Procurement Deptin ordering equipment/materials for the jobs and making sure that costs been allocated to relevant jobs.
- Responding to maintenance requests and inquiries from tenants, or other stakeholders, providing timely assistance and resolution.
- Implementing and enforcing safety protocols and regulations to ensure a safe working environment for maintenance staff and compliance with regulatory requirements.
- Liaising with tenants to inform them of, and ensure they are complying with, important fire safety rules imposed by the building manager.
- Continuously identifying opportunities for process improvement and optimisation in maintenance operations, proposing and implementing solutions as needed.
- Ensuring that Gas safety certificates, EICR, Pat testing, all certificates are updated.
- Liaising with landlord directly if and when required.
- Monitoring and scheduling annual service/maintenance visits.
- Diary management of maintenance team.
- Responsible for maintaining and keeping the keys updated.
- Advising and maintaining record of compliance and regulations.
- Maintaining a database of tenant details, including contact details, disability information or special evacuation needs, and keeping this up to date with each change of owner or tenancy.
- Liaising with other third parties such as building & planning control as required
- Assisting with preparing annual service charge budgets and managing expenditure throughout the year
- Producing reports from operation software if and when required.
- Taking responsibility for dealing with formal complaints from tenants, including issuing responses in line with our regulators' guidelines.
Requirements:
- Minimum 3 years' relevant experience in the Property Maintenance sector.
- Proficiency in using Microsoft office and excel.
- Attention to detail.
- Practical, problem-solving approach to work.
- Strong team collaboration skills, with the ability to coordinate with other departments.
- Excellent time management skills.