Office Administrator / Maintenance Scheduler

Notion4 Ltd; Bristol; On-site; GBP 27,000 - 28,000; Full time

Job summary

A growing maintenance service provider in Bristol is seeking an Office Administrator / Maintenance Scheduler to coordinate maintenance engineers and provide excellent communication to clients. The ideal candidate will have strong IT skills, excellent diary management, and a calm approach under pressure. This full-time role offers a salary of £27,500 to £28,000 per annum and includes a workplace pension scheme and career progression opportunities.

Benefits

Workplace Pension Scheme

Ongoing support from the leadership team

Clear progression path to Lead Scheduler

Qualifications

• Strong IT skills and ability to pick up new systems quickly.
• Able to manage engineer expectations and guide clients clearly.
• Calm approach under pressure.

Responsibilities

• Responsible for daily scheduling and coordination of maintenance engineers.
• Manage diaries and allocate jobs efficiently.
• Ensure jobs are invoiced promptly.

Skills

Excellent communication skills

Strong diary management and organisational skills

Good people skills

IT skills

Fast learning ability

Job description

Office Administrator / Maintenance Scheduler

£27,500 per Annum + Pension | Full-Time | Bristol Office

The Role

You will be responsible for the daily scheduling and coordination of our maintenance engineers while providing clear, reliable communication to customers. This includes:

• Managing diaries and allocating jobs efficiently
• Speaking with customers (landlords, property owners, letting agents, social housing teams)
• Organising and scheduling works quickly and accurately
• Procuring and ordering materials in advance
• Supporting the team with system updates, job progress and documentation
• Ensuring jobs are invoiced promptly
• Keeping communication consistent and professional at all times
• Helping keep engineers, customers and the internal team aligned

This role requires accuracy, speed, and a calm approach under pressure.

What We’re Looking For

You don’t need previous experience in maintenance scheduling — you do need strong IT skills, fast learning ability, and the drive to stay organised in a high‑volume environment. Essential qualities:

• Excellent communication skills (phone + email)
• Confident with computers and able to pick up new systems quickly
• Strong diary management and organisational skills
• Able to take responsibility and own tasks from start to finish
• Good people skills — able to manage engineer expectations and guide clients clearly
• Positive, approachable and professional manner

Beneficial but not essential:

• Previous experience in an admin, scheduling or customer service role
• Experience working with trades, property, maintenance or similar environments

Training & Growth

• Full initial training provided
• Ongoing support from the leadership team
• Opportunity to complete an apprenticeship if desired
• Clear progression path to Lead Scheduler
• Future opportunities to move into surveying and quoting as the business grows

What We Offer

• £27,500.00 to £28,000.00 per Annum (DoE)
• Workplace Pension Scheme
• Fast‑growing team and excellent office environment
• Permanent, full‑time position

You will play a central role in helping us deliver a reliable, people‑focused maintenance service across the region.

Apply Today

If you’re organised, confident, quick to learn and great with people, we’d like to hear from you.