Property Compliance & Administration Co-ordinator

Elevate; Birmingham; On-site; GBP 27,000 - 29,000; Full time

Job summary

Elevate is seeking a Property Compliance & Administration Coordinator in Birmingham to manage day-to-day property compliance, maintenance activities and contractor scheduling. You will ensure documentation is current, inspections are planned, and remedial actions are tracked with clear audit trails.

The role requires proactive administration experience, strong organisational skills and the ability to chase actions with contractors, supporting a growing property portfolio.

Qualifications

• Strong previous administration experience.
• Previous experience working with property compliance, maintenance or property management.
• Good working knowledge of common property compliance certificates and inspection requirements.
• Experience scheduling contractors, inspections and maintenance works.
• Experience monitoring outstanding works and following actions through to completion.
• Strong organisational skills with the ability to manage multiple deadlines.
• Good attention to detail and the ability to identify missing or inconsistent information.
• Confident communicating with contractors and external organisations.

Responsibilities

• Maintain accurate compliance records across the property portfolio.
• Review compliance documentation to ensure it relates to the correct property, is complete, valid and in date.
• Monitor certificate expiry and renewal dates and arrange inspections in advance.
• Identify missing, expired or non-compliant documentation and escalate where necessary.
• Maintain compliance trackers and provide regular updates on outstanding actions.
• Upload, organise and maintain property documentation on internal systems.
• Support the onboarding and compliance approval of new properties.
• Ensure remedial actions identified through inspections, assessments and certificates are recorded and followed through to completion.
• Maintain clear evidence and audit trails demonstrating that actions have been completed.
• Raise and schedule maintenance and compliance works with approved contractors.
• Coordinate access to properties with residents, housing teams, support providers, landlords and contractors.
• Prioritise urgent and high-risk compliance works appropriately.
• Monitor jobs from instruction through to completion.
• Chase contractors where works or evidence are overdue.
• Obtain certificates, photographs, invoices and other evidence following completion.
• Check that remedial works identified on reports and certificates have been appropriately addressed.
• Maintain accurate records of outstanding, scheduled and completed works.
• Escalate delays, access issues or higher-risk compliance concerns promptly.
• Support the coordination of planned and reactive property maintenance where required.
• Provide effective administrative support to the property and operational teams.
• Manage shared inboxes and respond to property and compliance enquiries.
• Maintain spreadsheets, trackers, databases and electronic filing systems.
• Prepare reports and updates on compliance performance and outstanding actions.
• Arrange appointments, inspections and contractor visits.
• Liaise professionally with internal teams, landlords, managing agents, contractors, care/support providers and other external partners.
• Ensure records are accurate, organised and easily available for audit or review.

Skills

Administration

Property compliance

Contractor coordination

Organisation

Attention to detail

Chasing actions

Communication with contractors

Proactive

Tools

Microsoft Outlook

Word

Excel

Job description

Property Compliance & Administration Co-ordinator

Property Compliance & Administration Coordinator

Salary: £26,500–£28,500 per annum, depending on experience, with opportunity for progression as the organisation and property portfolio grows.

About the Role

We are looking for an experienced and highly organised Property Compliance & Administration Coordinator to support the day-to-day management of our property compliance and maintenance activities.

This is an exciting opportunity to join a small but growing provider at an important stage of its development. As the organisation grows, you will have the opportunity to make the role your own, help shape systems and processes, and become a key part of a developing team. We are looking for someone who enjoys working in a hands-on environment where their contribution can make a real difference to how the service develops.

This is more than a general administration role. We need someone who is confident managing a busy workload, coordinating contractors and works, and who already has a good understanding of property compliance and health & safety documentation.

You will play an important role in making sure properties have the correct documentation in place, inspections and works are scheduled on time, remedial actions are followed through, and accurate records are maintained.

The right person will be proactive, comfortable chasing actions and contractors, and able to spot when something is missing, expired or doesn't look right rather than simply processing paperwork.

Key Responsibilities

Property Compliance

• Maintain accurate compliance records across the property portfolio.
• Review compliance documentation to ensure it relates to the correct property, is complete, valid and in date.
• Monitor certificate expiry and renewal dates and arrange inspections in advance.
• Identify missing, expired or non-compliant documentation and escalate where necessary.
• Maintain compliance trackers and provide regular updates on outstanding actions.
• Upload, organise and maintain property documentation on internal systems.
• Support the onboarding and compliance approval of new properties.
• Ensure remedial actions identified through inspections, assessments and certificates are recorded and followed through to completion.
• Maintain clear evidence and audit trails demonstrating that actions have been completed.

Documentation will include:

• Gas Safety Certificates
• Electrical Installation Condition Reports (EICRs)
• Portable Appliance Testing (PAT)
• Energy Performance Certificates (EPCs)
• Buildings Insurance
• Property and lease documentation
• Land Registry information
• Other property-related compliance documentation

Works & Contractor Coordination

• Raise and schedule maintenance and compliance works with approved contractors.
• Coordinate access to properties with residents, housing teams, support providers, landlords and contractors.
• Prioritise urgent and high-risk compliance works appropriately.
• Monitor jobs from instruction through to completion.
• Chase contractors where works or evidence are overdue.
• Obtain certificates, photographs, invoices and other evidence following completion.
• Check that remedial works identified on reports and certificates have been appropriately addressed.
• Maintain accurate records of outstanding, scheduled and completed works.
• Escalate delays, access issues or higher-risk compliance concerns promptly.
• Support the coordination of planned and reactive property maintenance where required.

Administration

• Provide effective administrative support to the property and operational teams.
• Manage shared inboxes and respond to property and compliance enquiries.
• Maintain spreadsheets, trackers, databases and electronic filing systems.
• Prepare reports and updates on compliance performance and outstanding actions.
• Arrange appointments, inspections and contractor visits.
• Liaise professionally with internal teams, landlords, managing agents, contractors, care/support providers and other external partners.
• Ensure records are accurate, organised and easily available for audit or review.

About You

We are particularly interested in someone who has worked in housing, property management, facilities management, maintenance, supported housing or a similar property-focused environment.

You will need to be organised and confident enough to take ownership of tasks rather than waiting to be chased.

Essential Experience & Skills

• Strong previous administration experience.
• Previous experience working with property compliance, maintenance or property management.
• Good working knowledge of common property compliance certificates and inspection requirements.
• Experience scheduling contractors, inspections and maintenance works.
• Experience monitoring outstanding works and following actions through to completion.
• Strong organisational skills with the ability to manage multiple deadlines.
• Good attention to detail and the ability to identify missing or inconsistent information.
• Confident communicating with contractors and external organisations.
• Good IT skills, particularly Microsoft Outlook, Word and Excel.
• Comfortable maintaining spreadsheets, trackers and electronic records.
• Able to work independently, prioritise workload and escape concerns appropriately.
• A proactive approach – you will be expected to chase, question and follow through, not simply record that something is outstanding.
• Experience within social housing, supported housing or temporary accommodation.
• Understanding of landlord property safety responsibilities.
• Experience reviewing EICRs, Gas Safety Certificates, Fire Risk Assessments and other property compliance documentation.
• Experience coordinating remedial works arising from compliance inspections.
• Experience working with property management or compliance software.
• Understanding of contractor management and evidence requirements.
• Knowledge of housing-related health & safety and property standards.

What We Are Looking For

This role would suit someone who enjoys bringing order to a busy property environment.

You may currently be working as a Property Administrator, Compliance Administrator, Maintenance Coordinator, Property Compliance Coordinator, Repairs Administrator or Facilities Coordinator and are looking for a role where you can take greater ownership.

You don't need to be a surveyor or technical property specialist, but you do need enough property compliance knowledge to understand what you are looking at, recognise when something needs attention and know when to ask questions or specialise a concern.

Above all, we are looking for someone who is reliable, organised, approachable and gets things done.

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