Maintenance Admin – Centralised Ops & Contractor Coord

Berkeley Group; City Of London; On-site; GBP 28,000 - 40,000; Full time

Benefits offered by this job

25 days annual leave

Private medical insurance

Lifestyle benefits (discount platform)

Berkeley Foundation volunteer day

Private pension plan

Group life assurance

Job summary

Berkeley Living is seeking a Maintenance Admin to join our centralised team, supporting on-site maintenance with work orders, contractor scheduling, and being a single point of contact. The role is based at the head office in Oval, London, with travel to sites as needed.

You will manage contractor visits, handle invoices, ensure H&S paperwork, assist with sustainability data, and support PPM and cyclical works, working with the FM team to keep estates running smoothly.

Qualifications

• Experience in managing maintenance/ facilities in residential or commercial properties is required.
• Strong organisational and multitasking abilities are essential.
• Excellent communication with internal teams and external vendors is expected.
• Ability to prioritise tasks effectively in a fast-paced environment.

Responsibilities

• Serve as the primary point of escalation for onsite maintenance teams, wider team and contractors.
• Liaise with and manage external contractors and service providers, ensuring the relevant H&S paperwork is in place for any required site attendance (including RAMS and permit to works).
• Raising and scheduling contractor visits for planned or emergency maintenance.
• Organise specialist contractor visits to the sites as and when the in-house maintenance operative is unable to seek a resolution.
• Oversee the invoice process, ensuring accurate POs are raised and sent to vendors promptly, to enable quick arrangement of site attendance.
• Approve vendor invoices once works have been completed and signed off by site team.
• Ensuring up-to-date H&S documentation is in place and collaboration with Health & Safety team.
• Administrative support of mobilisation and project handover.
• Collaboration with Assistant FM on sustainability reporting and data collection.
• Provide administrative support for management of PPM and cyclical works.

Skills

Organisational skills

Customer communication

Prioritisation

Attention to detail

Tools

MS Office

Job description

Berkeley Living is seeking a Maintenance Admin to join our centralised team, supporting on-site maintenance with work orders, contractor scheduling, and being a single point of contact. The role is based at the head office in Oval, London, with travel to sites as needed.

You will manage contractor visits, handle invoices, ensure H&S paperwork, assist with sustainability data, and support PPM and cyclical works, working with the FM team to keep estates running smoothly.