Maintenance Administration Assistant

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Company: iLiv Property Management
Position: Maintenance Administration Assistant
Hours: Full-time, office-based
Department: Property Management / Maintenance

iLiv Property Management is looking for an organised, proactive and reliable Maintenance Administration Assistant to join our team on a full-time, office-based basis.

The role will involve providing day-to-day administrative and practical support to the Maintenance Manager, assisting with all aspects of the maintenance operation and helping to ensure that jobs are organised, scheduled and followed through to completion.

The successful candidate will need to be hands-on, flexible and willing to assist the Maintenance Manager with all tasks required to keep the maintenance department running smoothly. This will include coordinating maintenance jobs, communicating with tenants, landlords, management companies and contractors, keeping records up to date and following up on outstanding works.

Key Responsibilities

• Support to the Maintenance Manager: Provide hands-on, day-to-day assistance to the Maintenance Manager, helping with all tasks required to manage the maintenance operation. Be flexible, take initiative and assist wherever needed.
• Scheduling Maintenance Jobs: Schedule and coordinate maintenance jobs with the in-house maintenance team, ensuring jobs are assigned and appointments arranged efficiently.
• Tenant Communication: Liaise with tenants regarding maintenance queries, reported issues, access arrangements and updates on scheduled works.
• Management Company Liaison: Email and communicate with management companies regarding maintenance issues within individual apartments and wider block-related issues.
• Landlord Communication: Communicate directly with landlords regarding proposed works, quotations, costs and expected timeframes, and seek approval where required.
• Contractor Coordination: Arrange appointments with third-party contractors and follow up on outstanding works to ensure jobs are completed as scheduled.
• Keys and Fobs: Organise block keys, access fobs and other access requirements with management companies.
• Job Tracking: Maintain an up-to-date record of all maintenance jobs, including outstanding, scheduled, in-progress and completed works.
• Follow-Up: Regularly follow up on open jobs to ensure works are progressing and completed without unnecessary delays.
• Record Keeping: Ensure all maintenance records and job updates are accurately recorded on the maintenance system.
• General Administration: Assist with any other administrative or operational tasks required by the Maintenance Manager.

Skills and Experience

• Strong organisational and time-management skills.
• Excellent written and verbal communication skills.
• A confident and professional telephone manner.
• Good attention to detail and the ability to manage multiple tasks.
• Ability to prioritise workload and work to deadlines.
• Confidence communicating with tenants, landlords, contractors and management companies.
• Good computer skills, including experience using email and office systems.
• A proactive and practical approach to problem-solving and following tasks through to completion.

Previous experience in property management, maintenance administration, facilities management or a similar office-based role would be an advantage.

Personal Qualities

• Reliable, organised and self-motivated.
• Hands-on and willing to help wherever required.
• Approachable and professional.
• Able to work independently and as part of a team.
• Proactive in following up on outstanding tasks.
• Flexible and able to adapt to changing priorities.
• Calm and practical when dealing with urgent maintenance issues.
• Focused on providing a high level of service to tenants and landlords.

The ideal candidate will be someone who is happy to get involved, take responsibility and provide practical support to the Maintenance Manager and the wider team wherever needed.

Pay: €30,000.00-€35,000.00 per year

Benefits:

• On-site parking

Work Location: In person