Maintenance Administrator (Fixed-term contract)

[Employer hidden] Overview:

[Employer hidden] is an award-winning mixed-use property developer in the UK and most famous for Wembley Park, one of Europe’s largest and most exciting transformation projects where we have already delivered thousands of homes, shops, offices, restaurants, hotels and cultural venues as well as supporting a growing community of residents and workers. This world-famous north west London neighbourhood was named one of the “best places to live in 2025” and will be the UK’s largest single site of Build to Rent homes, with over 6,000 apartments to be operated by [Employer hidden] Living. Our team already has over 3,500 exceptional Build to Rent homes within its portfolio across several unique developments. The benefits of renting with [Employer hidden] Living includes no deposits or fees, utilities set up and ready to go, lifestyle-led amenity spaces, flexible leases, app-based tenancy management, resident events and a 24-hour service. At [Employer hidden] we operate in accordance with our five company values: Creative, People-First, Pioneering, Sustainable and Proud and the associated behaviours foster a sense of respect, awareness and belonging across the business.

Job Purpose:

To assist the Maintenance Team in providing a best-in-class building and facilities management service for the residential development. To co-ordinate and support the workload of maintenance teams in delivering the highest quality of customer service whilst ensuring the landlord’s assets are maintained in the most cost-effective and efficient manner. To support the Maintenance Administration Manager and the Acting Maintenance Manager in day to day running of the Maintenance dept as required.

Key Accountabilities:

• Oversee the receipt, progression and completion of all maintenance tasks that are allocated to the Maintenance Team, Co-Ordinating the schedules of the Maintenance Operatives to satisfy the workload in a timely manner. Ensure these activities are carried out as efficiently as possibly helping drive improvement in the processes at all times.
• Oversee the move in / move out process for residents, utilising the Maintenance Operatives and external contractors to satisfy the workload in a timely manner. Ensure these activities are carried out as efficiently as possibly helping drive improvement in the processes at all times.
• Ensuring the highest possible levels of customer service are delivered, instilling a culture within the department of excellent communication, collaboration and customer service levels at all times.
• Become competent with the tech / software systems that have been selected to aid with these activities and that are fully utilised and engrained within how the maintenance team carry out their activities. Provide regular feedback and input into how the systems should operate to fully support the activities of the department.
• Have a full in-depth understanding of the processes required for Resident Maintenance Cases, End of Tenancy checks, Apartment Refresh works, Inventory Management, Asset Tagging management system and any other activities that fall within the remit of the department. Contribute to the ongoing evolution of these processes to make them more efficient and cost-effective.
• Work with / support other [Employer hidden] Living teams to deliver excellent customer service ensuring all aspects of the FM department’s operations dovetail with the operations of these teams
• Ensure all works are completed within the departmental budgets and understand the process required for raising PO’s / paying invoices. Ensure accounts with suppliers are kept in good order.
• Where required assist the Acting Maintenance Manager and Maintenance Administration Manager with ordering of consumables / materials as required and ensure that equipment is maintained to a good standard. Take regular stock-checks and ensure the department is kept well stocked.
• Carry out all other activities necessary to support the operations of the dept and the functioning of the office.

General Accountabilities:

• Undertake additional relevant duties which fall under the general scope of the role, as directed by your Manager, raising any issues with capacity so they can be properly managed.
• Participate in the full year and half year Performance Development Review process as reviewer and reviewee, meeting the standards and timescales required by the Company.
• At all times ensure that your understanding and skill level regarding the Company’s IT systems are up to date, as applicable to your role. Undertake IT training as required to ensure full and proper use of the available technology.
• Demonstrate commitment to and align actions with the Company’s values: Creative, People-First, Pioneering, Sustainable and Proud.
• Work within the Company’s policies and procedures, governance framework and standards, as detailed on the Company’s intranet.
• Remain knowledgeable about Group activities, benefiting from all forms of internal communication provided and acting as a positive ambassador for the Company at all times.
• Use materials and resources effectively and efficiently to minimise waste and always consider the impact of potential actions alongside our Sustainability policies and goals before taking business decisions.

Qualifications/Experience/Skills:

• Previous demonstrable experience within a similar position and/ or Building Services roles; with good knowledge and understanding of managing contractors and facilities management contracts.
• IT literate with good knowledge of CRM software and skills in all MS Office packages;
• Impeccable written and spoken English, excellent organisation skills and concise, meticulous record keeping and time/ priority management.
• Resilient, with a sense of urgency and the ability to work well under pressure, applying solutionbased thinking whilst maintaining attention to detail.
• Tenacious, self-starter with the ability to prioritise work efficiently and use own initiative and problem-solving skills when situations are presented & react to situations in a calm and professional manner.
• Proactive attitude, a real team player, excellent communication and people skills, happy liaising with customers, contractors, and stakeholders via multiple channels providing exemplary customer service.
• Ability to adapt to evolving processes and adopt new procedures.
• Excellent verbal, written and organisational skills.