Maintenance Administrator (Fixed-term contract) in London

Quintain is an award-winning mixed-use property developer in the UK, most famous for Wembley Park, one of Europe’s largest transformation projects. We have delivered thousands of homes, shops, offices, restaurants, hotels, and cultural venues, supporting a growing community of residents and workers. This world-famous north west London neighbourhood was named one of the “best places to live in 2025” and will be the UK’s largest single site of Build to Rent homes, with over 6,000 apartments operated by Quintain Living.

The benefits of renting with Quintain Living include no deposits or fees, utilities set up and ready to go, lifestyle-led amenity spaces, flexible leases, app-based tenancy management, resident events, and a 24-hour service.

At Quintain, we operate in accordance with our five company values: Creative, People-First, Pioneering, Sustainable, and Proud. These values foster a sense of respect, awareness, and belonging across the business.

Job Purpose: To assist the Maintenance Team in providing a best-in-class building and facilities management service for the residential development. To co-ordinate and support the workload of maintenance teams in delivering the highest quality of customer service while ensuring the landlord’s assets are maintained in the most cost-effective and efficient manner. To support the Maintenance Administration Manager and the Acting Maintenance Manager in the day-to-day running of the Maintenance department as required.

Key Accountabilities:

• Oversee the receipt, progression, and completion of all maintenance tasks allocated to the Maintenance Team, coordinating the schedules of the Maintenance Operatives to satisfy the workload in a timely manner.
• Ensure these activities are carried out as efficiently as possible, helping drive improvement in the processes at all times.
• Oversee the move-in/move-out process for residents, utilising the Maintenance Operatives and external contractors to satisfy the workload in a timely manner.
• Ensure the highest possible levels of customer service are delivered, instilling a culture within the department of excellent communication, collaboration, and customer service levels at all times.
• Become competent with the tech/software systems selected to aid with these activities and ensure they are fully utilised and ingrained within how the maintenance team carries out their activities.
• Provide regular feedback and input into how the systems should operate to fully support the activities of the department.
• Have a full in-depth understanding of the processes required for Resident Maintenance Cases, End of Tenancy checks, Apartment Refresh works, Inventory Management, Asset Tagging management system, and any other activities that fall within the remit of the department.
• Contribute to the ongoing evolution of these processes to make them more efficient and cost-effective.
• Work with/support other Quintain Living teams to deliver excellent customer service, ensuring all aspects of the FM department’s operations dovetail with the operations of these teams.
• Ensure all works are completed within departmental budgets and understand the process required for raising POs/paying invoices.
• Ensure accounts with suppliers are kept in good order.
• Assist the Acting Maintenance Manager and Maintenance Administration Manager with ordering consumables/materials as required and ensure that equipment is maintained to a good standard.
• Take regular stock-checks and ensure the department is kept well stocked.
• Carry out all other activities necessary to support the operations of the department and the functioning of the office.

General Accountabilities:

• Undertake additional relevant duties which fall under the general scope of the role, as directed by your Manager, raising any issues with capacity so they can be properly managed.
• Participate in the full year and half-year Performance Development Review process as reviewer and reviewee, meeting the standards and timescales required by the Company.
• Ensure that your understanding and skill level regarding the Company’s IT systems are up to date, as applicable to your role.
• Undertake IT training as required to ensure full and proper use of the available technology.
• Demonstrate commitment to and align actions with the Company’s values: Creative, People-First, Pioneering, Sustainable, and Proud.
• Work within the Company’s policies and procedures, governance framework, and standards, as detailed on the Company’s intranet.
• Remain knowledgeable about Group activities, benefiting from all forms of internal communication provided and acting as a positive ambassador for the Company at all times.
• Use materials and resources effectively and efficiently to minimise waste and always consider the impact of potential actions alongside our Sustainability policies and goals before taking business decisions.

Qualifications/Experience/Skills:

• Previous demonstrable experience within a similar position and/or Building Services roles; with good knowledge and understanding of managing contractors and facilities management contracts.
• IT literate with good knowledge of CRM software and skills in all MS Office packages.
• Impeccable written and spoken English, excellent organisation skills, and concise, meticulous record keeping and time/priority management.
• Resilient, with a sense of urgency and the ability to work well under pressure, applying solution-based thinking while maintaining attention to detail.
• Tenacious, self-starter with the ability to prioritise work efficiently and use own initiative and problem-solving skills when situations are presented, reacting to situations in a calm and professional manner.
• Proactive attitude, a real team player, excellent communication and people skills, happy liaising with customers, contractors, and stakeholders via multiple channels providing exemplary customer service.
• Ability to adapt to evolving processes and adopt new procedures.
• Excellent verbal, written, and organisational skills.