Maintenance & Repairs Admin Coordinator – Housing & Property Services

Maintenance & Repairs Admin Coordinator – Housing & Property Services

Location: Bramingham Business Centre, Luton (Office-based) 

Salary: £28,000 per annum 

Hours: 37 hours per week (Full-time) 

Department: Property Services 

Reports to: Maintenance & Repairs Admin Team Leader 

Closing Date: 29th November 

Proposed Interview Date: 8th December

Make a difference to the homes people live in. Be part of the team that makes it happen.

Are you an organised and proactive administrator with experience in property maintenance, repairs or housing services?

Do you enjoy coordinating workloads, solving problems and communicating with a wide range of people? Are you someone who takes pride in delivering excellent customer service and ensuring things run smoothly?

If so, we’d love to hear from you!

Squared Housing Association is looking for a motivated Maintenance & Repairs Admin Coordinator to join our Property Services team.

This is a varied and important role where you’ll provide essential administrative and coordination support, helping to ensure repairs, maintenance and property services are delivered efficiently and to a high standard.

You’ll be a key point of contact for customers, contractors, landlords and colleagues, helping to coordinate work, prioritise urgent repairs and support the smooth running of our property maintenance service.

About Squared

Squared is a not-for-profit housing association providing affordable homes across Luton and South Bedfordshire since 1962. We’re proud of our strong local roots, our friendly and inclusive workplace, and our commitment to placing the customer at the heart of everything we do.

We believe housing is more than just a home – it’s about support, opportunity, and helping people move forward in a way that suits them. We’re ambitious, growing, and always looking for people who share our values and enjoy making a real difference.

About the Property Services Team

Our Property Services department plays a vital role in maintaining Squared’s homes and buildings, currently looking after approximately 700 units, including around 86 leased properties.

Our portfolio includes homes, hostels, HMOs and office premises. We have a small in-house team and work closely with approved local contractors to deliver repairs, maintenance and property compliance services.

It’s a busy and varied department, offering the opportunity to work collaboratively across different teams and contribute to a service that makes a real difference to our customers.

About the Role – What You’ll Be Doing

As Maintenance & Repairs Admin Coordinator, you’ll provide day-to-day administrative and coordination support to the Property Services team, helping ensure repairs and maintenance work is organised, monitored and completed efficiently.

You’ll support the Maintenance & Repairs Admin Team Leader with workload management, scheduling, reporting and operational priorities.

Your responsibilities will include:

Repairs & Maintenance Coordination

• Ensure efficient accurate and cost-effective operations across voids, reactive repairs, planned works and compliance.
• Act as a key point of contact for repairs, maintenance and void property works.
• Coordinate reactive repairs, planned works and voids, ensuring jobs are prioritised and progressed efficiently.
• Arrange appointments and coordinate diaries for the internal maintenance team.
• Liaise with customers, landlords, contractors, inspectors and colleagues to ensure clear communication and timely updates.
• Log jobs and raise works orders on internal IT systems, maintaining accurate and up-to-date records.
• Monitor work progress and escalate urgent and emergency repairs appropriately.
• Support the administration of landlord recharges and payment requests.

Health, Safety & Property Compliance

• Support compliance with Health & Safety requirements and statutory obligations, including gas, electrical and fire safety.
• Help monitor compliance with Awaab’s Law, ensuring relevant hazards are addressed within prescribed timescales.
• Promote safe working practices for contractors and colleagues.
• Maintain up-to-date knowledge through relevant training and development.

Customer Service & Administration

• Respond to customer enquiries by telephone, email and customer portal, providing a professional, helpful and empathetic service.
• Keep customers and relevant colleagues informed about repairs and maintenance progress.
• Maintain accurate departmental databases and property maintenance records.
• Support the Team Leader with reports, correspondence, meetings and general administration.
• Undertake customer satisfaction surveys and use feedback to help improve service delivery.

Teamwork & Continuous Improvement

• Build positive working relationships with colleagues, customers, landlords and contractors.
• Support the wider Property Services team to ensure effective service delivery.
• Identify opportunities to improve processes, efficiency and customer satisfaction.
• Provide feedback on recurring issues and suggest practical improvements.
• Undertake other reasonable duties as the service develops.

About You – What We’re Looking For

You’ll be an organised, proactive and customer-focused individual who enjoys working in a busy environment and managing a variety of tasks.

You’ll have excellent communication and administration skills, strong attention to detail and the ability to build positive relationships with customers, contractors and colleagues. You’ll also be comfortable using IT systems, prioritising competing demands and taking ownership of your work.

Essential criteria:

• GCSEs (or equivalent) in English and Maths.
• Experience in an administration or coordination role, ideally within property services, housing or maintenance.
• Good understanding of property maintenance and housing services.
• Strong organisational and planning skills, with excellent attention to detail.
• Excellent written and verbal communication skills.
• Ability to work independently and as part of a team in a fast-paced environment.
• Awareness of Health & Safety legislation and property compliance requirements.
• Good problem-solving skills and a proactive approach to resolving issues.
• Confident using Microsoft Office and IT systems.
• Accurate record-keeping and information management skills.

Desirable criteria:

• Understanding of lease repairs and maintenance clauses.
• Knowledge of housing or property maintenance regulations.
• Experience of supporting service improvements.
• Understanding of building maintenance tasks, repairs and associated timescales.

Our Values

At Squared, our values guide how we work and grow together. We’re looking for someone who:

• Understand: Is approachable, friendly and customer-focused.
• Grow: Takes ownership, embraces change and looks for opportunities to develop.
• Recognise: Communicates clearly and respectfully, building positive relationships.
• Deliver: Takes pride in their work and consistently delivers high standards.
• Play: Enjoys working collaboratively and being part of a supportive team.
• Innovate: Sees challenges as opportunities to find better ways of working.

You’ll also be supported through our Personal Review Framework, helping you develop, succeed and build a rewarding career with Squared.

Why Join Squared? Our Benefits

We recognise and value the contribution our people make. Our benefits include:

• 33 days’ annual leave, including bank holidays, increasing by up to five additional days with length of service.
• Option to buy or sell up to five days’ annual leave.
• Free Health Cash Plan following successful completion of probation.
• Employee Assistance Programme.
• Pension scheme, with Squared contributing 1.33 times your employee contribution, up to a maximum of 8%.
• Life Assurance.
• Personal Accident Cover.
• Shopping discounts through our benefits portal.
• Flexible working approach.
• Free parking at our Bramingham office.

Ready to Join Our Team?

If you’re an organised and enthusiastic administrator who enjoys coordinating work, supporting others and delivering excellent customer service, we’d love to hear from you.

Join Squared and play an important part in keeping our homes safe, well maintained and providing a great service to our customers.

Apply today and help us make a difference!