Maintenance & Repairs Admin Coordinator
Based in Wembley
Permanent
Office based
08:00am till 17:00pm
£30,000 per annum
We are seeking an organised and proactive Maintenance & Repairs Admin Coordinator to support the day-to-day operation of our Repairs & Maintenance division. This role is central to the smooth running of the service, acting as the first point of contact for repair requests, logging and coordinating jobs, assigning works to operatives or subcontractors, and ensuring clients are accurately billed in line with agreed charge rates. You will also be responsible for chasing outstanding payments and maintaining clear financial records.
Key Responsibilities:
Act as the first point of contact for incoming repairs and maintenance enquiries
Log repair requests accurately using internal IT and job management systems
Raise and manage work orders from instruction through to completion
Allocate and schedule works to in-house repairs operatives and/or subcontractors
Liaise with clients, homeowners, managing agents, operatives, and contractors to coordinate access and delivery
Monitor job progress and ensure works are completed within agreed timescales
Apply agreed charge card rates or schedules of rates to completed works
Prepare, issue, and manage invoices to clients for repair and maintenance works
Chase outstanding payments and follow up on overdue invoices in line with company procedures
Maintain accurate records relating to jobs, costs, invoices, and payments
Support the Maintenance Manager / Team Leader with scheduling, reporting, and administration
Deliver a professional and responsive customer service via phone and email
Contribute to improving processes, efficiency, and service delivery within the divisionEssential Criteria:
GCSEs (or equivalent) in English and Maths
Previous experience in an administrative, coordination, or scheduling role
Experience logging jobs, allocating works, or coordinating repairs or maintenance activities
Strong written and verbal communication skills
Ability to work effectively in a fast-paced, customer-facing environment
