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Key Responsibilities

Guardian Support & Maintenance Coordination

• Serve as the first point of contact for Guardians reporting maintenance issues via our online facilities platform.
• Request additional information or images when necessary to ensure maintenance operatives are well-prepared.
• Keep Guardians updated on job progress, provide resolutions, and reopen jobs if issues are not fully resolved.
• Produce and circulate weekly reports on outstanding tasks and other key maintenance issues.
• Ensure jobs are prioritised, assigned correctly, and completed efficiently.

Team Scheduling & Communication

• Manage the maintenance team’s schedules, allocating jobs in order of priority ensuring that the job is assigned to the most appropriate staff member available to carry out the task.
• Ensure the schedule is always up to date.
• Monitor and ensure all assigned jobs are updated in the system, with appropriate notes and completed forms where necessary.
• Keep maintenance staff equipped with the required tools, cards, and approvals.
• Maintain adequate staff coverage by managing team rest days and coordinating cover.

Report any team absences and reschedule any jobs accordingly.

• Manage the maintenance team inbox and deal with any queries in a timely manner.
• Liaise with other internal departments to update them on job outcomes and escalate issues when necessary.

System & Compliance Management

• Accurately log all jobs with the correct priority and labelling.
• Support the system transition from Arthur Online to Job Logic, ensuring ongoing data integrity (sites, assets, Guardians, PPM schedules).
• Ensure that all compliance certificates (Electrical, Fire Alarm, Emergency Lighting & Gas) are in place before Guardians move into a property and renewals carried out before their expiry date.
• Coordinate and monitor legionella schedules, and ensure all compliance visits are logged, communicated, and followed up.

Fleet & Vehicle Management

• Oversee congestion and Dart Charge accounts.
• Schedule and track vehicle MOTs, repairs, services, and maintain up-to-date vehicle records.
• Ensure all vehicle-related policies are followed and documentation is stored appropriately.

Contractor & Supplier Coordination

• Act as the main point of contact for suppliers and contractors.
• Communicate timelines, and chase updates to ensure deadlines are met.
• Arrange clearances on property start-ups and handbacks as needed.

Warehouse & Inventory Oversight

• Manage stock deliveries to sites and Guardians.
• Maintain optimal warehouse stock levels and order supplies as needed.
• Ensure white goods are delivered and installed prior to Guardian move-in.

General Duties

• Represent the Maintenance Team in meetings when required.
• Support the Maintenance Managers with ad hoc tasks and external works coordination.
• Provide assistance to other departments as needed.

Requirements

• 3+ years administrative experience, preferably within property, maintenance, or construction sectors.
• Strong customer service background with experience handling queries and complaints.
• Proficient in Microsoft Office (Word, Excel, Outlook); experience with facilities/property management platforms preferred.
• Excellent verbal and written communication skills.
• Strong organisational and multitasking abilities.
• Experience working independently and collaboratively within small teams.
• Ability to communicate, liaise and negotiate with a diverse range of people.
• Problem-solving skills with a practical, common-sense approach.
• Ability to work under pressure and meet deadlines with minimal supervision.
• Experience of planning, organising and managing own workload in a busy office environment.
• Commitment to upholding the values and mission of Live-in Guardians.