Job Description
Property Maintenance Coordinator & Office Manager
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We are seeking an organised, proactive and personable Maintenance Scheduler & Office Manager to join our real estate team on a part-time basis. This is a varied role suited to someone who enjoys working in a fast-paced environment, has excellent attention to detail, and can confidently coordinate maintenance requests, tradespeople, tenants, landlords and internal staff.
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The successful candidate will play an key role in ensuring maintenance matters are managed efficiently from initial request through to completion, while also supporting the day-to-day administration and smooth operation of the office.
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Key Responsibilities
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Maintenance Coordination
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Receive, record and assess property maintenance requests.
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Liaise with property managers and tradespeople regarding maintenance requirements.
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Obtain quotes and arrange trades as authorised.
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Schedule and coordinate tradespeople and contractors.
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Follow up outstanding maintenance requests and ensure jobs are completed within appropriate timeframes.
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Monitor maintenance jobs from commencement through to completion liaising and updating with the property manager.
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Maintain accurate records of maintenance requests, quotes, invoices and completed works.
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Communicate updates to relevant parties throughout the maintenance process.
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Assist with identifying urgent maintenance matters and escalating appropriately.
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Develop and maintain strong working relationships with reliable tradespeople and contractors.
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Ensure maintenance processes are consistent with company procedures and relevant tenancy requirements.
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Office Management & Administration
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Manage incoming phone calls,
emails and general enquiries.
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Assist with office correspondence, filing and document management.
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Maintain office supplies and coordinate general office requirements.
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Assist with scheduling appointments and meetings.
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Maintain accurate databases, records and internal systems.
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Support the team with general day-to-day office organisation.
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Assist with improving administrative systems and processes where appropriate.
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About You
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The ideal candidate will be:
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Highly organised with excellent attention to detail.
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Confident communicating with tradespeople and colleagues.
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Professional, friendly and approachable.
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Able to prioritise multiple tasks and work to deadlines.
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Proactive and capable of working independently.
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Comfortable handling unexpected issues and finding practical solutions.
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Confident using computers, email and office software.
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Experienced in administration, property management, facilities coordination or a similar role.
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Excellent written and verbal communication skills.
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Strong organisational and time-management skills.
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Ability to manage competing priorities.
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Strong follow-up skills and attention to detail.
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Ability to build positive relationships with contractors, tenants and clients.
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Sound computer and administration skills.
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A professional and solutions-focused approach.
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What We Offer
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Part-time hours with flexibility.
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A supportive and professional team environment.
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A varied role with responsibility and autonomy.
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The opportunity to contribute to and improve office and maintenance processes.
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A friendly workplace where organisation, communication and initiative are valued.
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