Facilities Administrator

riterion Hospitality Residential is looking for an organised and proactive Maintenance Operations Coordinator to support the day-to-day maintenance operation across our private rented sector sites.

The role is a central point of contact for maintenance issues and coordinates building teams, engineers, the virtual assistant team and internal departments. You will keep jobs, requests, compliance tasks and project actions moving through to completion.

Key Responsibilities

Maintenance Operations

• Act as the first point of contact for maintenance queries, building team questions and urgent issues.
• Manage the Maintenance Admin inbox, including maintenance matters with legal requirements.
• Coordinate engineer attendance, monitor progress and ensure jobs are completed and closed correctly.
• Follow up on parts, materials and procurement delays that may hold up works.
• Work with Procurement, IT, HR and other teams to resolve issues and keep the operation moving.
• Support urgent building or engineering issues when required, including on-call support.

Team and Engineer Coordination

• Oversee the Maintenance virtual assistant team, prioritise daily workloads and support escalations.
• Maintain accurate operational trackers and ensure day-to-day maintenance administration is covered.
• Coordinate engineers across sites and support the onboarding of new starters.
• Manage engineer clock-ins, clock-outs and timesheets.
• Arrange uniforms, handsets and access requirements with IT and HR.

Compliance

• Arrange and monitor required compliance activity, including emergency lighting tests, weekly flushing, ladder checks and other statutory tasks.
• Follow up on outstanding compliance actions, including fire door works across residential sites.

Finance and Administration

• Review engineer expenses and invoices to confirm the information is complete and accurate.
• Obtain approvals, work with Accounts to support timely payment and resolve submission issues.

Vacant Flats

• Monitor vacant flats and ensure engineers attend and complete the required works.
• Coordinate urgent materials or appliance requirements with Procurement and keep works progressing.

Projects and Systems

• Coordinate engineer attendance for GURU meter installations and commissioning.
• Work with GURU, IT and maintenance teams to resolve networking issues that could delay installations.
• Support meter-related queries by providing utilities and internal teams with the correct serial numbers and dated meter readings.
• Coordinate materials, engineer attendance and follow-up actions for the fire door project.
• Provide practical input and user feedback for the new maintenance software that will replace MIQ and Yardi.

About You

• Strong coordination and organisational skills, with the ability to manage several priorities at the same time.
• Clear communication and confidence when handling urgent requests and escalations.
• Experience working with engineers, contractors or property maintenance teams.
• An understanding of compliance activity within residential property maintenance.
• A proactive approach and the ability to work independently and follow actions through to completion.
• Comfortable supporting urgent or out-of-hours situations when required.

What We Offer

• A varied role at the centre of a busy residential maintenance operation.
• The opportunity to work across day-to-day operations, compliance activity and improvement projects.
• A collaborative working environment with regular contact across the wider business.