Overview
Job Description
Please note this role is 100% office-based role as we do not offer hybrid working. The role will be based in our head office located in Southgate, North London.
Job Title: Maintenance Coordinator
Department: Maintenance
Reports to: Maintenance Team Leader
Working Hours: 9am-5:30pm Monday- Friday
Location: Office (Southgate)
The Role
The Maintenance Coordinator is a pivotal role within Stef & Philips, acting as the operational hub for all maintenance and repair activities across our diverse housing portfolio. You will ensure the smooth and efficient delivery of maintenance services by coordinating jobs from initial logging through to completion, working closely with engineers, contractors, housing officers, and other internal teams.
This position requires a highly organised individual who can manage competing priorities and multiple stakeholders in a fast-paced environment. Your role will involve balancing reactive repairs with planned maintenance schedules to minimise disruption to tenants while maintaining high standards of safety and compliance.
You will be the primary point of contact for our maintenance workforce, providing timely support and problem resolution, enabling engineers to maximise their productivity and effectiveness. You will proactively monitor job progress, chase overdue works, and escalate complex or emergency issues, ensuring no repair is left unresolved.
In addition, you will provide vital administrative support for the wider teams, scheduling property visits and ensuring that all work and visit outcomes are accurately recorded and reported. Your role ensures that operational data and management information are reliable and up to date, enabling senior managers to make informed decisions about service improvements and resource allocation.
Similar roles within housing associations and supported housing providers emphasise the Maintenance Coordinator as a critical link between frontline technical teams and tenant-facing officers. Your ability to deliver excellent customer service—especially when liaising with vulnerable tenants experiencing housing challenges—is fundamental to success. You will act with empathy and professionalism, balancing operational demands with the sensitivity required when working in social and supported housing settings.
The Maintenance Coordinator role is 100% office-based, reflecting the need for concentrated coordination and administrative precision. You will operate within a team environment that values collaboration, continuous improvement, and responsiveness, all underpinned by a strong commitment to helping vulnerable people access safe, well-maintained housing.
This role offers the opportunity to develop your expertise in maintenance management, tenant liaison, and housing operations, contributing directly to Stef & Philips’ mission to provide quality homes and support to those who need it most.
Main Duties & Responsibilities
Maintenance Job Management
* Log, assign, and monitor all maintenance jobs accurately using Salesforce.
* Review condition reports and job history to ensure appropriate job creation.
* Oversee new job tickets, reassigning as necessary to ensure timely completion.
* Assess and schedule follow-up work based on priority and urgency.
* Conduct twice-daily check-ins with engineers to monitor job progress and provide real-time phone support.
* Chase contractors to ensure jobs are completed on time and avoid delays.
* Track progress of out-of-hours (OOH) jobs and escalate overdue or high-priority tasks.
* Order and manage materials and supplies required for maintenance jobs.
* Escalate complex or critical issues to the Maintenance Team Leader.
* Maintain communication with local authorities to secure necessary permissions and ensure compliance.
Engineer Workload and Scheduling
* Manage engineers’ workloads for maximum productivity and efficient job completion.
* Schedule property visits for housing officers, considering priority, location, and travel time.
* Monitor completion of scheduled visits and update company systems with outcomes.
* Handle visit requests from internal teams and external stakeholders professionally, including under pressure.
Administrative Support and Reporting
* Provide broad administrative support to multiple departments as required.
* Proactively manage and respond to queries and requests from service users.
* Produce standard and ad-hoc reports for colleagues and line management.
* Ensure all databases and management software systems are kept updated promptly and to a high standard.
General Responsibilities
* Comply with Stef & Philips policies and procedures.
* Carry out any other duties reasonably required to meet the main purpose of the post.
Skills & Knowledge
Administrative and Organisational Skills
* Strong administration, organisational, and prioritisation abilities.
* Excellent attention to detail to ensure accuracy and high-quality work output.
Communication and Interpersonal Skills
* Excellent interpersonal skills with the ability to communicate clearly and professionally.
* Able to maintain appropriate professional boundaries while showing empathy and understanding.
* Ability to relate sensitively to the challenges faced by service users and field-based housing officers.
Problem Solving and Resilience
* Strong problem-solving skills, able to think critically and resolve issues effectively.
* Resilient and composed, able to remain calm and maintain performance under pressure.
Technical and IT Proficiency
* Highly proficient in Microsoft Office applications, including Outlook, Word, and Excel.
* Experience with CRM systems such as Salesforce is highly desirable.
Work Ethic and Flexibility
* Able to work independently with minimal supervision, as well as collaboratively within a team.
* Flexible and adaptable to meet the varying demands of the role and achieve agreed outcomes.
Desirable (Not Essential)
* Knowledge of or experience working in the temporary or social housing sector.
Benefits
* 23 days leave, plus bank holidays
* Additional holiday days for long service – up to 28 days
* Celebration of tenure
* 3 years £500
* 5 years £1000
* 10 years £5000
* Private health insurance with Vitality
* Birthday off
* One well-being day off per year
* Maternity/Paternity Pay
* Pension schemes increase – after 2 years.
* £500 referral scheme for staff who refer a new employee, paid upon passing probation.
* Company payday lunch
Diversity & Inclusion
Stef & Philips is built on acceptance, respect, and inclusion, where everyone feels that they belong and can make a meaningful contribution. We encourage applicants regardless of religion, ethnicity, nationality, disability status, sex, sexual orientation, gender identity, family, or parental status. If you need any assistance or accommodation during the recruitment process, please let us know.
Job Types: Full-time, Permanent
Pay: £28,000.00-£30,000.00 per year
Benefits:
* Company pension
* Health & wellbeing programme
* Referral programme
* Sick pay
Application question(s):
* Are you within commutable distance to our head office in Southgate?
* Are you able to work 5 days a week in the office?
Experience:
* Maintenance coordinator: 2 years (required)
Work Location: In person
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