At a Glance
- Tasks: Manage scheduling, communication, and administration for repairs and maintenance.
- Company: Join a dynamic team focused on efficient service delivery.
- Benefits: Competitive pay, flexible hours, and opportunities for growth.
- Other info: Fast-paced environment with plenty of room for personal development.
- Why this job: Be the backbone of operations and make a real difference in people's lives.
- Qualifications: Strong organisational skills and attention to detail required.
The predicted salary is between 30000 - 40000 £ per year.
Role purpose: To provide accurate scheduling, administration and resident/client communication support for general repairs and maintenance works. The Repairs Planner ensures jobs are logged correctly, appointments are booked efficiently, operatives are deployed to the right address on time, and routine updates and close‑out documentation are processed in line with client requirements.
Key working relationships
- Repairs Co‑ordinator (daily instructions, priorities, escalations).
- DLO operatives and supervisors (diaries, access, attendance, updates).
- Subcontractors (booking confirmations and access only; performance managed by the Repairs Co‑ordinator).
- Client portals (job logging, status updates, evidence uploads).
- Commercial/Admin team (POs raised as instructed; paperwork for invoicing packs).
Core Responsibilities (what You Are Accountable For)
- Receive job instructions via portals/email and log them accurately on internal and client systems (e.g. EWORKS, MS Portal) with correct address, access notes and scope.
- Maintain live job statuses: update progress notes, appointment dates and completion information to provide a clear audit trail.
- Plan and book visits for inspections/surveys and repairs in line with priorities set by the Repairs Co‑ordinator and contractual SLAs (Service Level Agreement).
- Coordinate resident access: confirm appointments, manage no‑access situations, re‑book promptly and record clear reasons for missed appointments.
- Produce and issue daily/weekly operative diaries and ensure operatives have correct job details, contact information and access arrangements.
- Request and submit operative competency documents to the client (CSCS, qualifications, asbestos awareness, DBS where required, etc.) prior to attendance and maintain an up‑to‑date expiry tracker.
- Collate and upload evidence packs required by the contract: photos (before/during/after), completion notes, certificates and client‑specific forms.
- Administer snag close‑out: issue snag lists received from supervisors/clients, track actions, chase updates and confirm completion on the client system.
- Log all complaints/service issues in the complaints register, acknowledge receipt where required and pass to the Repairs Co‑ordinator for investigation and resolution.
- Provide routine client updates: acknowledge emails, confirm appointments and issue standard progress/completion communications within agreed timeframes.
- Prepare weekly performance snapshots for the Repairs Co‑ordinator (open jobs, overdue, no‑access, complaints logged, evidence outstanding) and highlight risks early.
- Keep retrofit documentation up to date (e.g. SWIP warranties, IBGs and any other client required documentation).
- Support ad‑hoc office tasks when required.
- Prepare RAMS.
Quality and compliance standards
- All job records must be accurate, complete and updated in real time (audit ready).
- Appointments must comply with client access rules, safeguarding requirements and resident communication standards.
- Evidence packs must meet client requirements and be uploaded within agreed timescales to avoid delayed payment.
- Sensitive data (resident details) must be handled in line with GDPR and client information governance rules.
Key performance indicators (KPIs)
- Job logging accuracy and same‑day acknowledgement of new instructions.
- Appointment booking lead times and diary utilisation (minimised gaps).
- No‑access rate management (prompt re‑book, clear notes and evidence).
- Evidence pack completeness and upload timeliness.
- Administrative backlog kept to an agreed minimum.
Skills and behaviours expected
- Strong organisation and time management.
- Clear, professional communication with clients and residents (phone/email).
- Attention to detail for addresses, scopes and compliance paperwork.
- Confidence using portals/spreadsheets and learning client systems quickly.
- Calm under pressure; able to adapt diaries when emergencies arise.
Office Administrator employer: Cosro Group
As an Office Administrator with us, you will thrive in a supportive and dynamic work environment that prioritises accuracy and efficiency in service delivery. We offer comprehensive training and development opportunities to help you grow your skills while fostering a culture of teamwork and open communication. Located in a vibrant community, our company values employee well-being and provides a range of benefits, ensuring you feel valued and motivated in your role.
StudySmarter Expert Advice🤫
We think this is how you could land Office Administrator
✨Tip Number 1
Get your networking game on! Reach out to people in the industry, attend local events, or join online forums. You never know who might have a lead on that perfect Office Administrator role.
✨Tip Number 2
Practice makes perfect! Prepare for interviews by doing mock sessions with friends or family. Focus on common questions related to scheduling and administration, so you can showcase your skills confidently.
✨Tip Number 3
Don’t forget to follow up! After an interview, send a quick thank-you email to express your appreciation. It shows you're keen and keeps you fresh in their minds.
✨Tip Number 4
Apply through our website! We’ve got loads of opportunities waiting for you. Plus, it’s a great way to ensure your application gets seen by the right people.
We think you need these skills to ace Office Administrator
Some tips for your application 🫡
Tailor Your Application:Make sure to customise your CV and cover letter for the Office Administrator role. Highlight your experience with scheduling, administration, and communication, as these are key for us at StudySmarter.
Show Off Your Organisation Skills:We love a candidate who can keep things organised! Use examples from your past roles to demonstrate how you've managed appointments, tracked job statuses, or handled multiple tasks efficiently.
Be Clear and Concise:When writing your application, keep it straightforward. We appreciate clear communication, so make sure your points are easy to read and get straight to the point about your relevant skills and experiences.
Apply Through Our Website:Don’t forget to submit your application through our website! It’s the best way for us to receive your details and ensures you’re considered for the role. We can’t wait to see what you bring to the table!
How to prepare for a job interview at Cosro Group
✨Know the Role Inside Out
Before your interview, make sure you thoroughly understand the Office Administrator role. Familiarise yourself with the key responsibilities and skills mentioned in the job description. This will help you demonstrate how your experience aligns with their needs.
✨Showcase Your Organisation Skills
Since this role requires strong organisation and time management, prepare examples from your past experiences where you've successfully managed schedules or handled multiple tasks. Be ready to discuss how you prioritise work and ensure accuracy in your administrative duties.
✨Communicate Clearly and Professionally
Effective communication is crucial for this position. Practice articulating your thoughts clearly and professionally, both verbally and in writing. You might even want to prepare a few responses to common interview questions that highlight your communication skills.
✨Demonstrate Your Tech Savviness
The role involves using various portals and systems, so be prepared to discuss your experience with technology. If you have used similar software or tools, mention them. If not, express your willingness to learn quickly and adapt to new systems.
