Property Maintenance Coordinator Employment Contract UK

Responsibilities reflected in the contract

• Log and triage repair requests.
• Raise work orders and obtain approvals.
• Schedule contractors and resident access.
• Monitor progress costs and service levels.
• Verify completion and manage recalls.

A realistic working scenario

A tenant reports burning near a consumer unit, so the coordinator uses the electrical emergency route rather than booking an ordinary visit.

Outputs to agree

• timely prioritised property repairs
• controlled contractor access and expenditure
• evidenced tenant-focused job completion

Records and evidence

• Property defect priority and reporter.
• Contractor order quote and approval.
• Appointment key access and outcome.
• Invoice completion evidence and recall.
• Work records.
• Handover notes.

Reporting relationship

Typically reports to Line Manager or Department Manager. Confirm the employer's actual reporting structure in the builder.

Authority and escalation

• The coordinator cannot provide unsupported technical reassurance, exceed spend authority, expose tenant data, manipulate orders or certify specialist compliance.
• Obtain approval before committing expenditure, changing contractual commitments or making regulated or staffing decisions outside the assigned role.

Tools and systems

• Property management systems.
• Inspection tools.
• Risk assessment records.

Workplace context

• Office, client premises, remote systems or assigned work locations.

Contract priorities

• portfolio hours service levels and call-outs
• repairs triage work orders and contractors
• residents keys appointments and privacy
• quotes invoices completion and escalation

Information the employer should prepare

• the portfolio and repair responsibilities
• the priority and emergency definitions
• the contractor and spending authority
• the access and completion process
• the property manager finance and emergency contacts