Maintenance Coordinator

Maintenance Coordinator

Property Maintenance Coordinator Job Summary:

We are looking for a proactive Maintenance Coordinator to oversee and manage both reactive and planned maintenance jobs. This role is essential in ensuring compliance certifications are obtained and maintained for our client's own extensive property portfolios across the UK.

Reactive maintenance spans multiple trades, including plumbing, joinery, gas engineering, electrical work, and painting. Compliance certifications include Gas Safety, Electrical Testing, Fire Alarm & Emergency Lighting, Legionella Testing, Fire Risk Assessments, Firefighting Equipment Maintenance, and PAT Testing (Portable Appliance Testing).

Maintenance Coordinator Key Responsibilities:

• Serve as the primary liaison between our client's maintenance departments and our internal teams to ensure all reactive repair jobs are accurately assessed, scheduled, and completed efficiently.
• Handle incoming maintenance requests and collaborate with the Internal field team to ensure issues are resolved swiftly and effectively.
• Utilise the maintenance scheduling and repair reporting system to track, monitor, and manage all repair activities.
• Oversee the timely issuance of compliance certificates to maintain regulatory standards for our clients.
• Assist with quotations and finalising job cards based on work completed by the Renov8 field teams.
• Coordinate with suppliers to order materials on time, ensuring minimal delays in maintenance operations.
• Manage internal and external tasks to optimise efficiency in service delivery.
• Maintain close communication with both our field maintenance teams and external contractors.
• Handle invoicing processes, managing both outgoing invoices to clients and incoming invoices from suppliers.
• Participate in monthly client meetings, tracking project progress and performance metrics.
• Work collaboratively with fellow Maintenance & Compliance Coordinators and Senior Management.

The Ideal Maintenance Coordinator Candidate:

• A fast learner with the ability to effectively use maintenance scheduling tools (e.g., simPRO) and accounting platforms (e.g., Xero). Full training will be provided.
• Strong administrative skills with a professional and friendly telephone manner.
• Excellent customer service abilities with a proactive approach to resolving faults and maintenance issues.
• Prior experience in property maintenance and working with tradespeople is essential.
• Exceptional organisational skills, capable of prioritising multiple tasks and remaining calm under pressure.
• A problem solver who takes initiative and thinks creatively to tackle challenges.
• High attention to detail, ensuring all work is presented to exceptional standards.
• Able to work independently while also being a collaborative team player.
• Professional, respectful, and communicative, contributing positively to the wider team and business.