Maintenance & Repairs Admin Coordinator

Overview

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.

• 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 division

• 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