Property Maintenance Administrator at Lucy Group

Oxford, England, United Kingdom -

Full Time

Start Date

Immediate

Expiry Date

05 May, 26

Salary

0.0

Posted On

04 Feb, 26

Experience

0 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Administrative Support, Customer Service, Compliance, Communication, Time Management, Problem Solving, Data Accuracy, Organizational Skills, Detail Orientation, Supplier Management, Maintenance Coordination, Health and Safety, Sustainability Initiatives, Property Management, Tenant Relations, Analytical Skills

Industry

electrical;Appliances;and Electronics Manufacturing

Description

Internal Job Title: Property Maintenance Administrator Business: Lucy Real Estate Location: Oxford Job Reference No: 4449 Job Purpose: To provide administrative support, predominantly around maintenance, compliance and sustainability to the property team. This role reports to the Helpdesk Manager, working alongside the Property Maintenance Coordinator. This role would also be working closely with the Maintenance Manager to ensure the smooth day to day running of the maintenance department. The role would support many different departments across the real estate business, from supplier onboarding and accurate and on time payment, to supporting compliance, licensing and engaging directly with tenants. Business Overview: Lucy Real Estate comprises Lucy Properties and Lucy Developments. Lucy Properties is a lettings & management business that invests in and manages 350 residential properties for over 850 tenants in Oxford, with in-house service and maintenance. Lucy Developments is a developer of high-end, sustainable homes for sale, with prime sites within a 90-minute commute time from Oxford. Job Dimensions: Tenant satisfaction is paramount to us. We care about our properties and our tenants, who return time after time. As one of Oxford's largest prive Landloads, we take our responsibilities very seriously. Our experience office staff and directly employed maintenance team have a thorough knowledge of our portfolio and our tenants can expect an unrivalled level of service from a company that has operated in Oxford for over half a century. We are a small team and skills sharing is an important part of upskilling and enabling transparency and support within our business. All team members are aware of the importance of others jobs and areas of responsibility. Each team members opinion matters and we work as a team to ensure we strive for success. Job Context: This role will be focused on supporting the helpdesk and compliance team as well as being part of the front of house team. This position will need to be fully engaged with our property management system and will need to develop close relationships with our finance team to ensure the accuracy of data for purchasing and the smooth running of the invoicing process. Tenant satisfaction through excellent communication and management of reactive maintenance is imperative. Planned maintenance and contract management is another area of importance, engaging with contractors and suppliers ensuring competitive pricing and high quality is achieved. This role works closely with all other team members and stakeholders and is pivotal in ensuring transparency and high quality in the work we do. Key Accountabilities: Administrative support to the Helpdesk Manager and Property Management Team Providing front of house support and cover when required, administering keys to suppliers and contractors and fielding tenant calls Shared management of maintenance mailbox and coordinating works to be carried out on properties Answering and fielding tenant maintenance issues on the phone and via email Raising and reconciling purchase orders for goods and services on the property management system Arranging maintenance team and contractor visits with tenants Supporting the applications and renewals process for HMO and selective licenses, scheduling HMO and selective license inspections and dealing with queries from Oxford City Council Keeping all property records up to date on the property management system - ensuring data accuracy Ensuring compliance across rental portfolio according to the latest legislation Supplier and contractor onboarding and renewals Organising and scheduling annual property health and safety inspections Supporting the sending out of customer feedback questionnaires and compiling and analysing data Sending out campaigns on digital communication tool Support sustainability initiatives throughout the business Organising and scheduling property photographs and videos Support Lucy Real Estate CEO in project related administration raising and reconciling purchase orders Support Group Head of Health, Safety and Sustainability with Fire Risk Assessment management within our properties Qualifications: Minimum Qualifications, Knowledge, and Experience Experience in a busy office environment providing detailed administrative support Experience in a customer focused environment A-Level or Equivalent Job Specific Skills: Understanding of legislative compliancy relating to property management (not essential) Behavioural Competencies Effective communicator Highly organised Keen eye for detail Must have a positive and confident approach to tasks Excellent people and time management skills An ability to think logically Good analytical and problem-solving skills Good grasp of written English Lucy Properties is a property owner and lettings & management business within Oxfordshire. With an increasing focus on sustainable living, we invest in and manage over 500 lettable units with over 650 tenants. One of Oxford’s largest private landlords, our properties – including residential units, offices, car parks and agricultural land - are managed and maintained in-house, providing an extremely high-quality service to residential and commercial tenants alike.

Responsibilities

The Property Maintenance Administrator provides administrative support to the property team, focusing on maintenance, compliance, and sustainability. This includes managing maintenance requests, coordinating contractor visits, and ensuring compliance with property regulations.