Job Description

We are a multifaceted Property Maintenance business based in London. We are looking for a full-time Maintenance Administrator to work UK hours, Monday - Friday 8:30am - 5:30pm.

Who are we?

Intra Urban is a professional Building Maintenance company based in London, a family owned firm with a traditional and personal service, operating out of a beautiful building close to the town centre.

We have over 25 years' experience in property and lettings management, with a large portfolio of independently owned Residential, Commercial and Agricultural property across London we pride our-selves on knowing each and every one inside and out.

What are we looking for?

We are looking for passionate, motivated independent thinkers who care as much as we do!

Administration

is at the heart of everything we do! For all roles we need people who are highly organised, not afraid of filing and can write a good letter!

What skills are we looking for?

Organisation

: Exceptional attention to detail and ability to manage multiple priorities

Communication

: Outstanding written and verbal communication skills while dealing with all kinds of people

Technical Proficiency

: Strong IT skills, proficient in Microsoft office

Problem-Solving

: Practical approach to resolving challenges

Initiative

: Self-motivated with the ability to anticipate needs and take relevant action

Juggling

: The ability to keep all your balls in the air at once

Your Role as Maintenance Administrator

We have a new role for a Maintenance Administrator to join our busy Property Maintenance team, we are looking for someone to co-ordinate all planned and reactive maintenance works, in order to maintain our let property portfolio to a high quality, safe standard. With properties reaching from our doorstep here in London to Northeast Scotland and between we need someone who can manage contractors from a distance.

You should be prepared to take responsibility, make decisions and problem solve. We seek individuals with flare - this is not your standard administration role dealing with the same thing each day- you will need to prioritise your own workload in order to achieve results. We are looking for an outgoing person, able to deal with contractors, tenants and local authorities. A financial bias is also required for this role as you will be required to chase debtors.

Working within a team you will be responsible for ensuring that repairs are carried out to a range of properties. Contractor recruitment and retention forms a major part of this process, so we are looking for someone with Confidence, Sales and Negotiation Skills who is Target Driven.

Key Responsibilities:

Manage the department diary taking appointments etc, ensuring those involved are aware of their appointments and have access to keys and anything else they may need. Create and manage reports for works required, appointing qualified persons to undertake remedial works or replace items within company guidelines. Build and sustain excellent working relationships (from a distance) with our contractor tradesmen and be constantly driving recruitment of further contractor tradesmen. Control all spend within department budgets and plan works accordingly. Maintain invoicing procedures and ensure contractor bills are paid quickly and efficiently whist managing quality control of works completed. Answer public enquiry, telephones, emails and correspondence to provide courteous, detailed and informed advice. Effectively use our company computer systems and databases to maintain accurate and comprehensive maintenance records relating to each of the properties and clients alike. Monitor and assure safety for tenants through use of maintenance safety records for gas installations, electrical installations and smoke detection equipment etc, ensuring all are inspected and maintained within legislative requirements. Communicate regularly and routinely with tenants with regards to maintenance and repairs, updating them on progress. Liaise with local authorities and manage grants and council notice to repairs. Compile management reports as required including weekly traffic, profit and loss report, weekly business analysis report and query report.

We are especially keen to speak to candidates with:

An extensive administration background with a knowledge of building repair and/or maintenance, inclosing a financial background.

As well as being in daily communication with our Scheduler and Operations Manager, there will be daily team meetings focusing on the different aspects of the business to update the management team.

Applicants must have excellent computer skills and have a friendly telephone and email manner. We are looking for an individual who is organised, dependable and has a 'can-do' enthusiastic attitude. Training and support will be offered during the probation period.

This is a fully remote position and you will require a reliable home working space, with a PC/Laptop, sufficient internet connection and power backup

The recruitment process will consist of a video call with the Management Team as well a a verbal and written 15-minute exam.

Job Types: Full-time, Permanent

Pay: R15000,00 - R20000,00 per month

Education:

Bachelors (Required)
Experience:

Administration: 4 years (Required)
Expected Start Date: 2025/03/03