Assistant Maintenance Coordinator

Assistant Maintenance Coordinator - Fire Doors & Compartmentation

Background

We are a well-established and growing Property Management and Maintenance Company based in Southwest London but operating throughout the whole of the city. The successful applicant will work as part of a team managing the required maintenance obligations for our 600 managed properties and for external clients as we expand. No day will be the same as you undertake a vast array of different tasks over the course of a week with problem solving, time management and organization essential to ensuring the Contractors and Tradesmen you work with are on time, within budget and complete the appropriate works to fulfil their, and our company’s, commitments to properties we look after.

The Role

The Assistant Maintenance Coordinator will be responsible for arranging and managing maintenance works across our buildings. Key duties include scheduling jobs via our software, liaising with contractors on-site, arranging building access, and updating and monitoring job reports. As there are no existing maintenance contracts in place for fire doors, the role will also involve preparing and submitting quotes, following up to secure work, raising invoices, and contributing to business development efforts to expand our portfolio of ongoing clients and projects.

Duties
- Efficiently schedule works for completion using our coordination software to maximize revenue and minimize travel times and business costs.
- Prepare and submit quotes for required maintenance works; proactively follow up to secure approval in the absence of existing contracts.
- Schedule approved jobs with contractors, ensuring property access and sequencing are arranged effectively.
- Monitor job progress and update system reports with completion status, supporting documentation, and certification.
- Invoice completed works and ensure all necessary compliance evidence is provided.
- Exhibit excellent customer service skills with all internal and external stakeholders.
- Support business development by identifying opportunities to grow the portfolio and improve client retention.
- Coordinate the fire door and compartmentation process from survey review to certification:

- Review survey findings and generate quotes for remedial works.
- Follow up on submitted quotes to secure client approval.
- Arrange access and schedule approved works.
- Ensure post-installation certification and invoicing are completed and properly logged.
- Maintain accurate documentation for fire door and compartmentation works completion evidence and compliance certificates.

Skills & Experience
- We are looking for an individual with the following skills and experience:

- Previous job Contractor coordination experience would be preferred but not essential. An energetic and hardworking persona are more important.
- Understanding of Health & Safety building maintenance and legislation would be a plus but not essential.
- Professional customer service skills.
- An analytical mindset is required to complete all required obligations within appropriate timeframes.
- Multitasking skills required to balance numerous different projects at the same time at different stages of completion.
- Experience with quoting, scheduling, and tracking remedial works from survey through to certification is an advantage.
- Ability to interpret fire door and compartmentation survey findings and support timely remedial action.
- Confident in managing fire safety documentation, including job completion evidence, and certification records.
- High standard of communication skills, both written and oral.
- High attention to detail.
- Ability to build strong working relationships.
- Ability to work to deadlines and under pressure.
- Problem solving.
- Teamwork.