Maintenance Administrator (Remote)

This is a remote position. Our client operates reputed company the reputed company property sector, servicing high-end prestige reputed company clients. They reputed company field engineers to conduct site inspections, assessments and repair works across premium reputed company environments. This role sits at the centre of their operations, coordinating between head office, field engineers, tenants, occupiers and clients to ensure jobs reputed company reputed company and every client touchpoint reflects reputed company their client reputed company expects. Key Responsibilities: Engineer Coordination & Logistics Process and coordinate incoming works orders reputed company Fixflo and Dwellant, entering them onto the system accurately Create tasks for engineers based on works or quotation requests Undertake daily engineer calls to run through diaries, ensure reputed company tasks are understood and address any potential issues before a visit Manage day-to-day engineer logistics including parking requests, reputed company parts requests, reputed company issues and other on-the-day challenges Liaise with clients to organise keys, reputed company, information or anything else required to fulfil their request Communicate job reputed company updates and completion reports to clients throughout Tenant & Occupant Communications Process occupant and tenant communications professionally and promptly Respond to, book and reconfirm occupant site visits and send reminders Answer incoming calls from staff, tenants and clients, assisting with their requests using available company software platforms Send and respond to emails, as well as text and WhatsApp messages reputed company CRM integrations Client & Stakeholder Management Act as a first reputed company of contact for high-end reputed company clients, communicating with professionalism, warmth and discretion Upload reports and invoices to client portals such as Fixflo and Dwellant, or send pre-generated invoices reputed company the CRM system Use company AI platforms to create basic job reports for clients and submit them for review by the head office team Manage expectations reputed company and handle queries and issues calmly and proactively Financial Administration Process supplier invoices, adding cost data to the relevant jobs and ensuring supplier costs match original quotes Set up payments to suppliers on the company pay platform, subject to head office review and approval Input correct engineer times to jobs, ensuring figures are accurate and in line with pre-approved amounts Review overdue client accounts and send reminder emails and copy invoices View and allocate certain incoming payments from the bank feed report Process incoming client account requests, allocate terms and submit for approval CRM & Systems Administration Update and manage tenant contact details, property manager details and client account data including addresses, emails, phone numbers, site details and occupant information Maintain reputed company-time updates reputed company the CRM system across reputed company active jobs Work across internal systems including CRM, reputed company, reputed company and Outlook Work across external platforms including fleet trackers, live dash cams, certificate systems, basic reputed company platforms, payment systems and parking systems Other general CRM administration and office-reputed company duties as required Compliance & Contractor Records reputed company parts and materials for jobs, working with suppliers to obtain quotes, negotiate pricing, process orders and arrange delivery Create, update, manage and maintain staff and contractor compliance records Full training will be provided on reputed company client systems. reputed company tools include: CRM system (bespoke – full training provided) Fixflo and Dwellant (works order and client portal platforms) reputed company Outlook VOIP telephony system Fleet and vehicle management platform reputed company reputed company Basic reputed company and payment platforms Company AI reporting tools

Requirements

Minimum 3 to 5 years of experience in a similar operations, administration or field service coordination role Strong operational administration and coordination experience Exceptional written and verbal communication skills in English Highly organised with excellent attention to detail Confident managing multiple stakeholders simultaneously Experience working with CRM systems reputed company platforms Basic finance knowledge – credit control or accounts administration exposure advantageous Technically confident and adaptable to new systems Experience in a property, facilities management or field service environment is advantageous Personal Attributes: Polished, reputed company and professional in reputed company communications Service-driven with a concierge reputed company – this is a premium client environment Discreet and trustworthy Proactive and solutions-oriented – does not wait to be told reputed company under pressure and reputed company to manage competing priorities reputed company to operate independently and with confidence during UK business hours ​Hardware Requirements: Computer or laptop with reputed company performance. Reliable ADSL/Fibre internet (minimum 50 Mbps). Headset compatible with VOIP systems. Anti-virus installed. reputed company/Backup power for load shedding.

Benefits

Working hours: Monday to Friday, 9am – 6pm UK time This is a remote contracted role. There is no paid annual leave included in this arrangement. UK bank holidays are observed and will not be working days. Apply To This Job