Maintenance Administrator
| Posting date: | 05 September 2025 |
|---|---|
| Salary: | £26,000.0 to £35,000.0 per year |
| Additional salary information: | £26-£35k DOE |
| Hours: | Full time |
| Closing date: | 12 September 2025 |
| Location: | Nottingham, Nottinghamshire, NG1 3ED |
| Remote working: | On-site only |
| Company: | Hays Specialist Recruitment |
| Job type: | Permanent |
| Job reference: | 4721761_1757066308 |
Summary
Your new company
We are seeking a proactive and highly organised Property Maintenance Administrator to join our growing team. This role is essential in ensuring smooth day-to-day operations of our property construction and maintenance business, from scheduling work and client communications to administrative support and social media management. You will play a key part in coordinating our workforce, maintaining positive client relationships, and helping drive business growth through targeted marketing initiatives.
Your new role
Scheduling & Operational Coordination
- Coordinate and schedule property construction and maintenance works with clients and internal teams.
- Ensure subcontractors/employees are assigned to the correct jobs and are on-site as scheduled.
- Liaise with clients to confirm work dates, provide updates on progress, and respond to queries.
- Monitor ongoing work and update relevant parties as projects progress or change.
Client, Financial & Supplier Administration
- Raise and send accurate sales invoices to clients promptly following job completion, along with interim invoices where required.
- Follow up on outstanding payments in line with the credit control policy.
- Log and track all client enquiries, assigning follow-up tasks and actions.
- Ensure the Director attends site visits for quotations as required, with timely reminders and itinerary updates.
- Send formal quotes to clients and follow up to gain feedback or approvals.
- Maintain detailed records of quotes, job acceptances, or rejections.
- Ensure all suppliers and subcontractors provide up-to-date copies of their insurance certificates and/or qualifications.
- Approve supplier and subcontractor invoices and assign to projects.
Marketing & Social Media
- Manage the company's social media accounts (e.g. LinkedIn).
- Share engaging updates of recently completed projects.
- Plan and implement targeted marketing campaigns in key focus areas.
- Monitor engagement and performance of social media campaigns and adjust strategies as needed.
- Update the company website with new projects and completed works.
What you'll need to succeed
Proven experience in an administrative, coordination or scheduling role (preferably in construction, maintenance, or trades).
- Strong customer service skills and confident telephone manner.
- Excellent time management and organisational abilities.
- High attention to detail with a proactive approach to problem-solving.
- Familiarity with invoicing software and social media platforms.
- Ability to manage multiple priorities and meet deadlines.
- Proven ability to manage challenging situations and handle difficult stakeholders, both within the organisation and externally, with professionalism and diplomacy.
- Competency in Microsoft Office.
Desirable Attributes:
- Experience using job management or CRM software.
- Basic graphic design or content creation skills for social media.
- A genuine interest in property, maintenance, or construction services.
What you'll get in return
- A varied and rewarding role in a supportive team.
- Opportunities for professional development.
- Flexibility and autonomy in your daily work.
- The chance to be involved in the growth and reputation of a local property business.
- 25 days annual leave increases to 28 based on length of service.
- Nuffield Health Assessments based on length of service
- Additional pension contributions based on length of service
- Death in service at 4 x salary
What you need to do now
If you're interested in this role, click 'apply now' to forward an up-to-date copy of your CV, or call us now.
If this job isn't quite right for you, but you are looking for a new position, please contact us for a confidential discussion about your career.
Hays Specialist Recruitment Limited acts as an employment agency for permanent recruitment and employment business for the supply of temporary workers. By applying for this job you accept the T&C's, Privacy Policy and Disclaimers which can be found at hays.co.uk