Maintenance Administrator

Job Purpose: To provide administrative support to the Property & Facilities function. This role ensures that statutory compliance records are maintained, all maintenance jobs are accurately logged and updated in INFORM or other CAFM systems, contractors are booked in advance, and safety-critical works are escalated to management without delay. Timeliness and accountability are critical to maintaining safe living environments for residents and legal compliance across all sites., 1. Repairs Desk & Contractor Liaison

• Manage the central repairs mailbox and job requests from site staff.
• Prioritise and log all jobs using the CAFM system, ensuring high-risk and urgent repairs are identified.
• Liaise with approved contractors to allocate works and confirm job dates.
• Maintain clear communication with engineers and update job statuses accordingly.

2. Compliance Support

• Maintain and update compliance registers (e.g. gas, fire, water, electrical).
• Chase contractors for overdue reports or RAMS and upload to SharePoint.
• Monitor expiry dates of certificates and schedule remedial or recurring visits as required.
• Escalate any overdue statutory works to the Asset & Safety Manager.

3. System & CAFM Use

• Use INFORM (or other CAFM/job management systems) to accurately log, update, and monitor all maintenance jobs.
• Ensure every contractor visit, update, and communication is recorded in the system in real time or as soon as possible after the event.
• Proactively manage outstanding jobs and work-in-progress reports, escalating any overdue or high-risk jobs to the Asset & Safety Manager.
• Accuracy in system updates is essential to ensure safe and timely resolution of all maintenance matters.

4. RAMS & Contractor Coordination

• Ensure RAMS are received and uploaded within 24 hours of each visit.
• Maintain a contractor diary with clear visibility of upcoming jobs.
• Liaise with internal teams to confirm contractor access, site contact, and expected completion dates.

5. Administrative Support

• Draft letters, emails, notices, and reports as required.
• Maintain folders and filing on SharePoint in line with GDPR.
• Support the scheduling of inspections and property visits.
• Collate feedback from staff/residents on repair satisfaction.

6. General Responsibilities

• Promote and comply with YMCA's policies and procedures including health & safety, safeguarding, equality & diversity.
• Attend training and team meetings as required.
• Undertake any other reasonable duties as directed by the Asset & Safety Manager.

Do you have experience in Microsoft Word?, This is a varied role requiring excellent organisation, proactive communication, and attention to detail to ensure all maintenance and health and safety operations are effectively coordinated and recorded., * Communication: Clear and confident communication with staff, contractors, and residents.

• Organisation: Able to manage a busy workload, track multiple jobs, and follow through to completion.
• Problem-Solving: Able to prioritise repairs based on urgency and escalate when needed.
• Attention to Detail: Ensure records, logs, and certificates are accurate and filed correctly.
• IT & Systems Skills: Confident in Microsoft Excel, Outlook, SharePoint, and Computer-Aided Facilities Management (CAFM) systems such as INFORM or Joblogic. Able to update job records, chase contractors, and maintain compliance registers without errors., * 1+ year experience in an administrative or coordinator role
• Strong organisational skills
• Good written and verbal communication
• Proficiency in Microsoft Office (Excel, Outlook, Word)

Desirable Skills and Experience:

• Experience using INFORM, Joblogic, or other CAFM/work order systems for tracking property maintenance and contractor workflows.
• Awareness of HHSRS (Housing Health and Safety Rating System) and the importance of timely repair response under housing legislation.
• Knowledge of contractor management or repairs coordination in housing or facilities.

• All new staff are subject to a 6 month probation period

• Current hours 40 per week and additional hours paid as overtime.

• 5.6 weeks paid holiday entitlement including Bank Holidays

• Employment will be conditional upon receipt of satisfactory DBS Disclosure, verified references, and be subject to satisfactory completion of a probation period of three months.

• Employee benefits include: Contractual Injury/ Sick pay scheme, Private Health Insurance Cover, Day Off for your birthday, Enrolment into workplace Pension Scheme.