Property Maintenance Coordinator & Office Manager

We are seeking an organised, proactive and personable Maintenance Scheduler & Office Manager to join our real estate team on a part-time basis.  This is a varied role suited to someone who enjoys working in a fast-paced environment, has excellent attention to detail, and can confidently coordinate maintenance requests, tradespeople, tenants, landlords and internal staff.

The successful candidate will play an important role in ensuring maintenance matters are managed efficiently from initial request through to completion, while also supporting the day-to-day administration and smooth operation of the office.

Key Responsibilities

Maintenance Coordination

• Receive, record and assess property maintenance requests.

• Liaise with property managers and tradespeople regarding maintenance requirements.

• Obtain quotes and arrange trades as authorised.

• Schedule and coordinate tradespeople and contractors.

• Follow up outstanding maintenance requests and ensure jobs are completed within appropriate timeframes.

• Monitor maintenance jobs from commencement through to completion liaising and updating with the property manager.

• Maintain accurate records of maintenance requests, quotes, invoices and completed works.

• Communicate updates to relevant parties throughout the maintenance process.

• Assist with identifying urgent maintenance matters and escalating appropriately.

• Develop and maintain strong working relationships with reliable tradespeople and contractors.

• Ensure maintenance processes are consistent with company procedures and relevant tenancy requirements.

Office Management & Administration

• Manage incoming phone calls, emails and general enquiries.

• Assist with office correspondence, filing and document management.

• Maintain office supplies and coordinate general office requirements.

• Assist with scheduling appointments and meetings.

• Maintain accurate databases, records and internal systems.

• Support the team with general day-to-day office organisation.

• Assist with improving administrative systems and processes where appropriate.

About You

The ideal candidate will be:

• Highly organised with excellent attention to detail.

• Confident communicating with tradespeople and colleagues.

• Professional, friendly and approachable.

• Able to prioritise multiple tasks and work to deadlines.

• Proactive and capable of working independently.

• Comfortable handling unexpected issues and finding practical solutions.

• Confident using computers, email and office software.

• Experienced in administration, property management, facilities coordination or a similar role.

Essential Skills

• Excellent written and verbal communication skills.

• Strong organisational and time-management skills.

• Ability to manage competing priorities.

• Strong follow-up skills and attention to detail.

• Ability to build positive relationships with contractors, tenants and clients.

• Sound computer and administration skills.

• A professional and solutions-focused approach.

What We Offer

• Part-time hours with flexibility.

• A supportive and professional team environment.

• A varied role with responsibility and autonomy.

• The opportunity to contribute to and improve office and maintenance processes.

• A friendly workplace where organisation, communication and initiative are valued.