Admin Coordinator
Thrive SW
Kingswood Based
Construction and Maintenance
£28-32k depending on experience
Are you an Administrator working in the Construction, Property or Maintenance sector and looking for a new role, can you deal with planning, scheduling and coordinating engineers and sub contractors, if so this maybe the role for you
As the companies Administrator / Co-ordinator you will provide administrative and operational support to ensure the smooth delivery of planned and reactive maintenance works. Acting as a key point of contact for tenants, policyholders, clients and engineers, the role is responsible for coordinating jobs, maintaining accurate records, communicating updates, and supporting the wider operations team to deliver excellent customer service.
The successful candidate will be highly organised, customer-focused and able to manage multiple priorities in a fast-paced environment.
Key Responsibilities
Administration
- Provide day-to-day administrative support to the Operations team.
- Maintain accurate electronic and paper records.
- Update internal job management systems with notes, documents and progress.
- Process emails and correspondence in a timely manner.
- Prepare quotations, work orders and completion documentation where required.
- Assist with scheduling appointments and engineer diaries.
- File compliance documentation and maintain company records.
- Act as a professional first point of contact for tenants, leaseholders, policyholders and clients.
- Liaise with residents to arrange appointments and provide progress updates.
- Respond to telephone and email enquiries professionally and efficiently.
- Keep customers informed of any changes to appointments or works programmes.
- Escalate complaints or urgent issues to management where appropriate.
- Coordinate reactive and planned maintenance works.
- Assist with ordering materials and tracking deliveries.
- Monitor outstanding jobs and follow up where required.
- Support engineers by ensuring job information is complete before attendance.
- Assist in obtaining quotations from suppliers and subcontractors.
- Ensure documentation is completed before jobs are closed.
- Maintain training and qualification records.
- Assist in keeping health and safety documentation up to date.
- Ensure compliance documents are uploaded and filed correctly.
- Support audits and accreditation processes.
- Work collaboratively with colleagues across all departments.
- Maintain confidentiality of company and client information.
- Undertake any reasonable duties within the scope of the role.
Skills & Experience
Essential
- Previous administration experience.
- Excellent organisational skills.
- Strong verbal and written communication.
- Professional telephone manner.
- Good customer service skills.
- Competent in Microsoft Office (Word, Excel and Outlook).
- Ability to prioritise workload and work under pressure.
- Excellent attention to detail.
- Experience within property maintenance, construction or facilities management.
- Experience using job management software.
- Knowledge of planned and reactive maintenance processes.
- Friendly and approachable.
- Professional and reliable.
- Highly organised.
- Positive and proactive.
- Good problem-solving ability.
- Able to work independently and as part of a team.
- Committed to delivering excellent customer service.
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