Property Administrator

Dove & Hawk, incorporated; Ilford; On-site; GBP 28,000 - 32,000; Full time

Benefits offered by this job

20 days' annual leave + holidays

Birthday day off

4% employer pension

Private Healthcare

Employee Assistance Programme

£500 referral bonus

CPD/training

Clear progression opportunities

Job summary

Dove & Hawk Property Recruitment is seeking a Property Administrator in Ilford, East London, to support maintenance coordination for a portfolio of residential properties. The role focuses on calls, repairs, and smooth operation of repairs from initial contact through completion.

You will manage prioritisation, raise works orders, coordinate operatives and contractors, and update tenants and landlords to ensure targets are met, with a salary of £28,000–£32,000 DOE and office hours Mon-Fri.

Qualifications

• Proven experience in repairs/works coordination or property administration.
• Professional telephone manner and ability to handle upset callers.
• Strong organisational and coordination skills.
• Experience with housing management systems (Active H, Xero) is a plus.
• Ideally within 45-minute commute of Ilford office.

Responsibilities

• Answering calls as first contact for maintenance queries.
• Handling maintenance issues professionally.
• Troubleshooting with callers to identify issues and whether a site visit is needed.
• Assessing and prioritising reported maintenance issues and grading by priority levels.
• Raising complete and accurate works orders.
• Allocating maintenance works to in-house operatives and external contractors.
• Coordinating and chasing maintenance operatives to meet timescales.
• Taking ownership of live jobs and keeping them on track to target.
• Following up with tenants to provide updates on progress.
• Keeping landlords and relevant staff updated as required.
• Identifying potential complaints and escalating to the Property Services Manager.

Skills

Repairs coordination

Telephone etiquette

Organizational skills

Attention to detail

Multitasking

Tools

Active H

Xero

Job description

Property Administrator – Ilford, East London – £28,000 to £32,000 DOE

My client, a successful and established Property Management firm, is currently seeking an experienced Property Administrator to join their existing property administration team and support the maintenance coordination of a portfolio of residential properties, including guaranteed rent schemes and supported living for young people.

The firm has a proven track record of providing a quality-focused service to landlords, tenants and local authorities. The successful candidate will be the first point of contact for repairs across a dedicated property group of homes, taking ownership of maintenance issues from the initial call through to completion.

This is a busy, phone-led coordination role, ideal for someone who enjoys solving problems, coordinating multiple priorities and seeing an issue through to resolution. You will speak with tenants to understand and troubleshoot reported issues, assess and grade repairs, raise works orders, allocate the appropriate operative or contractor and then follow up to ensure works are completed on time and in line with company targets.

Duties & Responsibilities

• Answering calls and acting as the first point of contact for maintenance and repair queries


• Handling maintenance issues professionally


• Carrying out basic troubleshooting with callers to establish the nature of the issue and whether a home visit is required


• Assessing and prioritising reported maintenance issues, grading jobs in line with company priority levels and targets, Category 1-4 priority levels, ranging from 24-hour to 28-day targets


• Raising complete and accurate works orders


• Allocating maintenance works to in-house maintenance operatives and external contractors


• Coordinating and chasing maintenance operatives and contractors to ensure works are completed within agreed timescales


• Taking ownership of live jobs and ensuring nothing slips beyond target


• Following up with tenants to provide updates on progress, delays and completion of works


• Keeping landlords and relevant support staff updated where required


• Identifying potential complaints and disrepair claims and escalating these promptly to the Property Services Manager

Experience & Skills Required

• Proven experience in repairs/works coordination or property administration


• Clear, calm and professional telephone manner, including the ability to deal confidently with challenging or upset callers


• Strong organisational and coordination skills


• Excellent attention to detail and accuracy


• Comfortable managing a busy call queue alongside a live list of maintenance jobs


• Ability to multitask and work accurately and effectively under pressure


• Experience using housing management, lettings or maintenance systems would be advantageous, including systems such as Active H and Xero, but is not essential


• Ideally based within a 45-minute commute of the Ilford office

What the Company Offers

• 20 days’ annual leave plus bank holidays, rising to 25 days with service


• Paid day off for your birthday


• 4% employer pension contribution


• Private Healthcare and Employee Assistance Programme after probation


• £500 employee referral bonus


• Funded training and CPD


• Clear progression opportunities into Senior Administrator and Team Leader roles

Salary: £28,000 to £32,000 dependant on experience
Hours Monday to Friday 9:00am – 5:30pm Office Based

For more information, please contact Megan on the Business Support team at Dove & Hawk Property Recruitment.
0208 059 7472