Operations Administrator (Onsite Work)

About the Role

We are looking for a highly organised Operations Administrator to support the day-to-day administration of our UK property portfolio. This is a fast-paced role that involves coordinating property repairs, scheduling maintenance works, communicating with contractors and tenants, maintaining accurate records, and ensuring repair requests are managed efficiently from start to finish.

This position would suit someone with previous experience in property management, construction, facilities management, engineering administration, maintenance coordination, or project administration who enjoys organisation, problem-solving, and working with multiple stakeholders.

Key Responsibilities

Property & Repairs Administration

• Receive and log repair requests via email, telephone, CRM systems, and internal teams.
• Accurately record repair details, priorities, and required actions.
• Create and issue work orders to contractors.
• Monitor repair progress from initial report through to completion.
• Ensure urgent and emergency repairs are escalated promptly.
• Keep internal teams informed of repair updates.

Contractor Coordination

• Schedule contractor appointments and property access.
• Liaise with contractors regarding repair progress.
• Request quotations where required.
• Follow up outstanding jobs to ensure completion within agreed timescales.
• Escalate delayed or outstanding repairs.
• Assist in monitoring contractor performance.

Property Administration

• Maintain accurate property records and maintenance histories.
• Update internal databases and asset registers.
• Record completed repairs and maintenance activities.
• Assist with planned maintenance schedules.
• Support property inspections by coordinating appointments and maintaining inspection records.
• Update compliance documentation when required.

Customer Service & Communication

• Respond professionally to repair enquiries.
• Provide regular updates regarding ongoing maintenance works.
• Coordinate communication between tenants, contractors, landlords, and internal departments.
• Assist in resolving maintenance-related queries.

Administrative Support

• Maintain spreadsheets, trackers, and internal reporting systems.
• Process contractor documentation and invoices.
• Prepare maintenance reports when required.
• Assist with budget tracking and administrative tasks.
• Ensure all records are accurate and up to date.

Health & Safety

• Report property-related health and safety concerns.
• Escalate urgent maintenance issues immediately.
• Support compliance with company health and safety procedures.
• Assist in maintaining accurate compliance records.

What We're Looking For

Essential

• Previous administrative experience.
• Excellent organisational and time management skills.
• Strong written and verbal English communication skills.
• Ability to manage multiple tasks and deadlines.
• High attention to detail.
• Proficient in Microsoft Office (Excel, Word, Outlook).
• Strong problem-solving skills.
• Ability to work independently and within a team.

Preferred Experience

Candidates with experience in any of the following are highly encouraged to apply:

• Property Management
• Construction Administration
• Facilities Management
• Building Maintenance
• Engineering Administration
• Repairs Coordination
• Project Coordination
• Property Maintenance
• Real Estate Administration

Experience supporting UK-based property or maintenance operations is an advantage but not essential.

Personal Attributes

• Highly organised and detail-oriented
• Proactive and self-motivated
• Professional and dependable
• Strong customer service mindset
• Able to prioritise workloads effectively
• Calm under pressure
• Excellent interpersonal skills
• Positive team player