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.

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 whilst ensuring the landlord’s assets are maintained in the most cost‑effective and efficient manner.

Key Accountabilities:

• Oversee the receipt, progression, and completion of all maintenance tasks allocated to the Maintenance Team.
• Co‑ordinate the schedules of the Maintenance Operatives to satisfy the workload in a timely manner.
• Ensure activities are carried out efficiently, driving improvement in processes.
• Oversee the move in/move out process for residents, utilising Maintenance Operatives and external contractors.
• Instil a culture of excellent communication, collaboration, and customer service within the department.
• Become competent with the tech/software systems used by the maintenance team.
• Provide regular feedback on how the systems should operate to support departmental activities.
• Understand processes for Resident Maintenance Cases, End of Tenancy checks, Apartment Refresh works, Inventory Management, and Asset Tagging management.
• Contribute to the ongoing evolution of these processes for efficiency and cost-effectiveness.
• Work with other Quintain Living teams to ensure excellent customer service.
• Ensure all works are completed within departmental budgets and understand the process for raising POs and paying invoices.
• Assist with ordering consumables/materials and ensure equipment is maintained to a good standard.
• Take regular stock checks and ensure the department is well stocked.
• Carry out all other activities necessary to support the operations of the department.

General Accountabilities:

• Undertake additional relevant duties as directed by your Manager.
• Participate in the full year and half year Performance Development Review process.
• Ensure understanding and skill level regarding the Company’s IT systems are up to date.
• Undertake IT training as required.
• Demonstrate commitment to the Company’s values.
• Work within the Company’s policies and procedures.
• Remain knowledgeable about Group activities and act as a positive ambassador for the Company.
• Use materials and resources effectively to minimise waste and consider sustainability policies before making business decisions.

Qualifications/Experience/Skills:

• Previous experience within a similar position and/or Building Services roles.
• Good knowledge of managing contractors and facilities management contracts.
• IT literate with knowledge of CRM software and skills in MS Office packages.
• Impeccable written and spoken English, excellent organisation skills, and meticulous record keeping.
• Resilient, with a sense of urgency and ability to work under pressure.
• Proactive attitude, team player, and excellent communication skills.
• Ability to adapt to evolving processes and adopt new procedures.