Property & Maintenance Coordinator

Property and Maintenance Coordinator (Fixed term contract - 1 year)

We are seeking a proactive and highly organised Property and Maintenance Coordinator to support the smooth operation of our Maintenance Team. You will act as a key liaison between property occupants, internal departments, contractors, and suppliers—ensuring maintenance issues are resolved promptly, properties meet compliance standards before occupation, and warehouse and fleet operations are managed effectively.

This position is ideal for someone who thrives in a fast-paced environment, possesses strong communication and organisational skills, and has experience in property, maintenance, or facilities coordination.

Property and Maintenance Coordinator Key Responsibilities

* Serve as the primary point of contact for reporting maintenance issues via the online facilities management platform.

* Keep occupants informed of job progress, provide resolutions, and reopen tasks if necessary.

* Generate and circulate weekly reports on outstanding maintenance tasks and key issues.

* Ensure all jobs are prioritised appropriately, allocated efficiently, and completed within timeframes.

* Manage the team’s daily schedules, ensuring jobs are allocated according to priority and skillset.

* Monitor and ensure job statuses are updated in the system, with accurate notes and completed forms.

* Ensure maintenance staff have the necessary tools, access cards, and approvals.

* Maintain appropriate staff coverage by coordinating rest days and arranging cover.

* Report team absences and reschedule jobs where required.

* Oversee the maintenance team inbox and respond to queries in a timely manner.

* Support the transition from Arthur Online to Job Logic, ensuring data integrity across sites, assets, occupants, and maintenance schedules.

* Ensure all compliance certificates (Electrical, Fire Alarm, Emergency Lighting, Gas) are obtained and renewed as required and coordinate and monitor legionella checks, ensuring visits are logged and followed up appropriately.

* Manage congestion and Dart Charge accounts, schedule vehicle MOTs, repairs, and servicing; maintain up-to-date vehicle records and ensure all vehicle policies are adhered to and documentation is stored securely.

* Act as the main point of contact for contractors and suppliers and communicate timelines, monitor progress, and follow up to ensure deadlines are met.

* Arrange property clearances as part of onboarding or handover processes.

* Coordinate deliveries to sites and individual occupants.

* Maintain suitable stock levels in the warehouse and reorder as required.

* Ensure white goods are delivered and installed ahead of occupancy.

Property and Maintenance Coordinator Requirements

* Minimum of 3 years’ administrative experience, ideally within the property, maintenance, or construction sectors with strong background in customer service, including managing enquiries and complaints.

* Proficient in Microsoft Office (Word, Excel, Outlook); familiarity with facilities/property management systems is advantageous.

* Confident liaising, negotiating, and building relationships with a wide range of stakeholders.

* Strong problem-solving skills with a practical, solutions-focused mindset.

* Ability to manage workload effectively under pressure and meet deadlines with minimal supervision and experience of managing own workload in a busy office environment.

Property and Maintenance Coordinators Benefits:

* Salary £30k - £35k

* 20 days holiday's plus BH

* Company pension

* Close between Christmas and New Year

* EAP

* Staff away days one in summer and one at Christmas – all paid for.

Unfortunately, due to time restrictions we cannot respond to every applicant, in the event that we haven’t contacted you within 48 hours please take it you have not been successful for this particular role, but your details will be kept on file and considered for all future vacancies.

We are an equal opportunities agency and welcome applicants from all backgrounds.

We are acting on behalf of the client as an Employment Agency in relation to this vacancy