Maintenance Coordinator/Repairs Planner

The Role As a Maintenance Coordinator, you will play a key role in ensuring the efficient operation of property maintenance tasks and tenant relations. You will act as a liaison between landlords, tenants, and internal maintenance teams, ensuring that repairs and inspections are handled promptly and professionally. Your responsibilities will also include coordinating staff schedules, processing legal notices, and managing communication for maintenance tasks across the portfolio. Main Duties & responsibilities Landlord and Tenant Communication: * Serve as the main point of contact between landlords, agents, and tenants regarding maintenance repairs. * Report any property maintenance issues to landlords/agents, ensuring they are addressed in a timely manner. Cost Management and Approval: * Coordinate and discuss repair costs with landlords, negotiating and gaining approval for necessary work. * Up-charge costs where appropriate, ensuring transparency and alignment with the company’s financial policies. Staff Scheduling and Task Coordination: * Organise and manage daily schedules for the maintenance team ensuring efficient work allocation. * Book appointments with tenants for maintenance visits and property inspections. Handling RMG Jobs: * Organise and allocate RMG (property management) jobs to the appropriate staff as they come in. Inspections Coordination: * Coordinate inspections for corporate and private properties, booking inspections, and ensuring they are scheduled with tenants in a timely manner. * MAdministrative Support:aintain up-to-date records of all maintenance activities, communications, and legal documents in accordance with company policies. Out of Hours Support Line: * Manage the out of hours maintenance and emergency phone line on a Rota basis with the maintenance team. Ensure an accurately record is kept on CRM system of caller details, issue descriptions, and property locations. Skills & Knowledge Property Maintenance Knowledge: A strong understanding of property maintenance processes and the ability to coordinate multiple repairs and inspections simultaneously. Organisational and Administrative Abilities: Strong organisational and administrative skills, with close attention to detail when managing schedules, records, and compliance requirements. Communication Skills: Excellent verbal and written communication skills to interact effectively with landlords, tenants, team members, and vendors, managing relationships professionally. Prioritisation and Time Management: Proven ability to prioritise workload effectively, manage competing tasks, and perform well under pressure in a fast-paced environment. Self-Motivation and Teamwork: Self-motivated with the ability to work independently, as well as collaboratively within a team, ensuring smooth day-to-day operations. Commitment to Learning and Compliance: Dedication to continuous learning and professional development, with adherence to financial compliance and regulatory standards. Problem-Solving Abilities: A proactive approach to resolving property issues, ensuring solutions meet both tenant and landlord expectations