What are the responsibilities and job description for the Maintenance Administrator position at Qualitas Housing?
About
Qualitas Housing are a non-profit Community Benefit Society that provides a range of housing options such as Supported Housing and healthcare facilities for vulnerable people. We work in partnership with different organisations for the benefit of those living in the communities in which we operate.
Job Summary
The Maintenance Administrator plays a key role in ensuring the smooth operation of repairs, asset facilities and its equipment by managing maintenance schedules, coordinating service requests, and maintaining accurate records. This position requires strong organisational skills, attention to detail, and the ability to liaise effectively with internal teams and external contractors.
Repairs and Maintenance
- Coordinate and schedule preventive and corrective maintenance activities.
- Manage work orders and track progress to ensure timely completion.
- Maintain accurate records of maintenance requests, service history, and compliance documentation.
- Monitor inventory of tools, spare parts, and supplies; initiate procurement as needed.
- Prepare reports on maintenance performance, costs, and downtime for management review.
- Ensure compliance with health, safety, and regulatory standards during maintenance operations.
- Serve as the primary point of contact for maintenance inquiries and contractor communications.
- Make recommendations for service improvements and resultant decision-making, getting involved in its implementation.
Administrative Responsibilities:
- Maintain accurate records of repairs and maintenance, property asset management information and ongoing reviews, working closely with all key stakeholders, including the Help Desk, Repairs & Compliance Manager and Head of Assets
- Ensure effective documentation of property compliance safety checks (e.g., fire, gas, electrical) is up to date and shared with relevant parties.
- Assist in producing reports related to key performance indicators (KPIs), maintenance service and delivery contracts, and maintain compliance with internal policies and external standards.
- Monitor compliance with service-level agreements and other contractual arrangements.
- Facilitate access to properties for landlords or their contractors to carry out necessary maintenance or works.
- Signpost individuals to maintenance documentation and associated service delivery reports,
- Assist in processing the payment of contractor invoices
- Provide guidance to the Help Desk, working with them to maintain and enhance excellent customer and stakeholder experience when using the repairs service
- Offer practical support on repairs and maintenance, where required.
- Build and maintain effective partnerships with all stakeholders, delivery contractors and customers.
- Collaborate with internal teams and external organisations to enhance support services.
Health and Safety:
- Ensure health and safety compliance in properties is maintained
- Ensure there is completion and accurate record keeping of risk assessments by Delivery Contractors, before any work commences, including Housing Management undertaking regular safety and suitability of accommodation risk assessments
- Escalate any non-compliance to the Repairs & Compliance Manager.
- Address risks and hazards promptly, working with relevant professionals as necessary.
- Promote a culture of safety and wellbeing among individuals and colleagues.
Job Types: Full-time, Permanent
Pay: £27,500.00 per year
Benefits:
- Company pension
- Free parking
- Health & wellbeing programme
- Life insurance
- On-site parking
- Private medical insurance
Work Location: In person
Salary : $27,500