The role of Maintenance Assistant is a full-time position, encompassing 35 hours per week from Monday to Friday, with working hours from 8:00 am to 4:00 pm, including a one-hour lunch break. The successful candidate will be a proactive, organised, and customer-focused individual who will join the Maintenance Team to support the effective maintenance of properties. This office-based role combines customer service, digital administration, property compliance coordination, and data management. As one of the first points of contact for tenants and contractors, the Maintenance Assistant will play a crucial role in delivering a responsive and professional maintenance service. The position involves excellent communication skills, strong attention to detail, and confidence in using current Microsoft applications and digital systems. Ideal applicants will enjoy problem-solving, coordinating multiple tasks, and contributing positively within a collaborative team environment. This role demands a commitment to high-quality administrative and customer support services related to the maintenance and safety compliance of properties.
Job Duties:
- Act as a first point of contact for tenants, contractors, and visitors regarding maintenance enquiries, both by telephone and in person.
- Receive and log repair requests, including emergency and routine repairs, ensuring accurate and timely recording within the management system.
- Maintain professional, empathetic, and solution-focused communication with tenants and stakeholders.
- Contact tenants following completion of repairs to obtain feedback on service quality and contractor performance.
- Liaise with tenants to arrange access for servicing, inspections, and compliance works, including alarms, boilers, and safety inspections.
- Prepare and issue tenant correspondence, including recharge notices, appointments, and general maintenance communications.
- Raise and issue work orders to Maintenance Technicians and approved contractors.
- Monitor repair orders to ensure works are completed within agreed service standards and timescales.
- Escalate complex or extensive repairs to the Maintenance Inspector where further investigation is required.
- Match contractor invoices to repair orders and process documentation for approval and payment within required timescales.
- Assist with administration relating to insurance claims and supporting documentation.
- Maintain accurate and up-to-date digital maintenance records and property information systems.
- Support compliance monitoring to ensure required property safety inspections and certification are completed and recorded.
- Liaise with contractors and external parties regarding outstanding compliance documentation and certificates.
- Regularly review and update maintenance spreadsheets, KPI tracking, and performance data using Microsoft Excel.
- Produce monthly Key Performance Indicator (KPI) reports for the Maintenance Team.
- Maintain and update out-of-hours maintenance documentation and emergency contact information.
- Carry out regular checks to ensure CCTV systems are operational and report faults where required.
- Use Microsoft applications, including Outlook, Excel, and Word, to manage records, communication, reporting, and documentation.
- Support the ongoing improvement of maintenance administration systems and procedures.
- Draft, review, and update operational procedures to ensure compliance with current legislation, organisational standards, and best practices.
- Maintain confidentiality and ensure data is handled in accordance with GDPR and data protection requirements.
- Deliver excellent customer service aligned with organisational values and standards.
- Ensure compliance with relevant health and safety legislation, regulations, and organisational policies.
- Promote equality, diversity, and inclusion in all aspects of work.
- Work collaboratively with colleagues to support effective office operations and team cover during periods of leave or increased workloads.
- Undertake additional duties appropriate to the role as reasonably requested by management.
Job Requirements:
- Previous office administration experience, ideally within a customer-facing environment.
- Excellent interpersonal and communication skills, both verbal and written.
- Strong organisational skills with the ability to manage multiple priorities effectively.
- Competent in current Microsoft applications, particularly Outlook, Excel, and Word.
- Ability to accurately input, maintain, and analyse digital data and records.
- Good numeracy and problem-solving skills.
- High attention to detail and accuracy.
- Ability to work independently and as part of a team.
- Positive, adaptable, and professional attitude.
- Commitment to excellent customer service and social values.
- Desirable experience includes working within property maintenance or facilities administration, along with knowledge of property compliance requirements and contractor coordination.
- Understanding of health and safety responsibilities within an office and property maintenance environment.
- Experience producing reports and analysing performance data.
- GCSE (or equivalent) in English and Mathematics preferred, but not essential.
What You’ll Love:
This role offers the chance to play a key part in maintaining and enhancing the jurisdiction’s reputation. You will work in a collaborative environment with opportunities to develop skills in regulatory oversight, policy creation, and risk-based supervision. The organisation values professional growth and offers ample opportunities for training and career development.
Interested? Register today, confidentially, with one of our friendly and dedicated recruitment specialists by clicking here
