Property and Maintenance Coordinator - Oxford, United Kingdom - Lucy Properties

Description

Job Advert


Job Title:
Property and Maintenance Coordinator

Business Area:
Lucy Real Estate

Location:
Oxford, United Kingdom

Job Purpose
To provide administrative support, predominantly around maintenance, compliance and sustainability to the property team. This role reports to the Helpdesk Manager, working alongside the Property Maintenance Administrator.

This role would also be working closely with the Maintenance Manager to ensure the smooth day to day running of the maintenance department.

The position would be predominantly office based, at our Oxford head office.


Job Dimensions

This role will be reporting to the Helpdesk Manager, working with a team of skilled administrators across all aspects of letting and property management.

The role supports contract management, supplier/contractor engagement and tenant liaison for reactive maintenance. Working alongside and supporting the maintenance team.

Lucy Properties has been a residential landlord in Oxford for over 50 years and is one of the largest private landlords in the city, providing homes for over 850 tenants in more than 340 properties.

Our properties are let and managed in-house and range from studio flats to townhouses and penthouses.

Tenant satisfaction is paramount to us. We care about our properties and our tenants, who return time after time. As one of Oxford's largest private Landlords, we take our responsibilities very seriously.

Our experienced office staff and directly employed maintenance team have a thorough knowledge of our portfolio and our tenants can expect an unrivalled level of service from a company that has operated in Oxford for over half a century.

We are a small team and skills sharing is an important part of upskilling and enabling transparency and support within our business.

All team members are aware of the importance of others jobs and areas of responsibility. Each team members opinion matters and we work as a team to ensure we strive for success.


Key Accountabilities

• Administrative support to the Operations Manager and Helpdesk Manager
• Providing front of house support, administering keys to suppliers and contractors and fielding tenant calls
• Shared management of maintenance mailbox and coordinating works to be carried out on properties
• Providing Reception support and cover
• Managing monthly service and maintenance contracts
• Raising purchase orders on the property management system
• Tenant liaison for maintenance works
• Ensuring compliance across rental portfolio according to the latest legislation
• Keeping all property records up to date on the property management system ensuring Data accuracy
• Purchasing of goods as required
• Purchase order amendments and reconciliation
• Managing EPC records
• Supporting and administering sustainability initiatives along with the project and property management team
• Organising annual PAT testing on property portfolio
• Sending out campaigns on digital communication tool
• Involvement in marketing and sustainability initiatives
• Conducting annual supplier/contractor audits

Job Context

This role will be focused on the management and upkeep of the property and will be working very closely alongside Helpdesk Manager ensuring legislative compliance, tenant satisfaction through excellent communication and management of reactive maintenance.

Planned maintenance and contract management is another area of importance, engaging with contractors and suppliers ensuring competitive pricing and high quality is achieved.

This role works closely with all other team members and stakeholders and is pivotal in ensuring transparency and high quality in the work we do.

You would interact with a property management system, ensuring data accuracy.


Qualifications, Experience & Skills

Minimum Qualifications, Knowledge and Experience:

• Experience in a busy office environment providing detailed administrative support
• Experience in a customer focused environment
• A-Level or equivalent

Job Specific Skills:

• Understanding of legislative compliancy relating to property management (not essential)

Behavioral Competencies:

• Effective communicator
• Highly organised
• Keen eye for detail
• Must have a positive and confident approach to tasks
• Excellent people and time management skills
• An ability to think logically
• Good analytical and problemsolving skills
• Good grasp of written English