Maintenance Administration Manager

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Quintain Overview:

Quintain is an award-winning mixed-use property developer in the UK and most famous for Wembley Park, one of Europe's largest and most exciting transformation projects where we have already delivered thousands of homes, shops, offices, restaurants, hotels and cultural venues as well as supporting a growing community of residents and workers.

This world-famous north west London neighbourhood will be the UK's largest single site of Build to Rent homes, with over 6,000 apartments to be operated by Quintain Living by 2027. Our team already has over 3,650 exceptional Build to Rent homes within its portfolio across ten unique developments. The benefits of renting with Quintain Living includes no deposits or fees, utilities set up and ready to go, lifestyle-led amenity spaces, flexible leases, app-based tenancy management, resident events and a 24-hour service.

At Quintain we operate in accordance with our five company values: Creative, People-First, Pioneering, Sustainable and Proud and the associated behaviours foster a sense of respect, awareness and belonging across the business.

Job Purpose:

To collaborate with the Maintenance Manager in providing a best-in-class building and maintenance management service for the Residential developments. To manage and co-ordinate the workload of the Maintenance department in delivering the highest quality of customer service whilst ensuring the landlord's assets are maintained in the most cost-effective and efficient manner. Exercising day-to-day control of budgets and departmental work processes and strategy to ensure the department operations are executed as instructed by the company.

Key Accountabilities:

• Working closely with the Maintenance Manager, ensure full co-ordination of works and activities required in the department are executed in an efficient and consistent manner, responsible for identifying, developing and implementing required processes to support the Maintenance workforce in efficient ways of working in line with business priorities, Customer demand and compliance, manage the relationship with key suppliers including EoT cleaning, furniture suppliers and white goods suppliers, managing changing priorities as required with internal Customers such as Leasing, Marketing and Operations departments.
• Responsible for managing and continuously improving processes in relation to key areas of works as required by the department, namely; the move in / move out process for Residents and all related activities, apartment refresh associated works, inventory co-ordination, deposit data collection to support damage cost recovery, asset management related activities and compliance, reactive maintenance task co-ordination, PPM compliance, SLA monitoring and compliance, management and co-ordination of 3rd party contractors including quality and cost control, identifying the need for additional 3rd party resource in a timely manner during seasonal peak periods ensuring best value obtained from partners.
• Ensuring the highest possible levels of customer service are consistently delivered to both internal and external customers, assisting the operations team in to draft appropriate communications to be forwarded to residents - Leading by example and instilling a culture within the department of excellent communication, collaboration and demonstrating the Quintain Living values at all times.
• Ensuring that the tech / software systems that have been selected to aid with the department activities are fully utilised and engrained within how the maintenance team carry out their activities. Provide regular feedback to your manager and the Tech department into how the systems should/ could operate or where improvements can be made to fully support the activities of the department.
• Manage maintenance resources across in apartment and in the landlord areas in order to ensure the entire building's maintenance needs are fulfilled. Where necessary, and working with the Facilities Management department, engage specialist labour and resource to complete tasks, ensuring best value and service levels are achieved at all times.
• Responsible for the end to end management of the defects process for both during the defects liability period and any latent defects that emerge. Coordinating the triage of faults, drafting resident defect communications, liaising with the build contractor, compiling reports and attending kick off and close out meetings.
• Ensure regular communications and meetings are held with other departments as required, including planning and co-ordination meetings ahead of seasonal demand periods to ensure strategies are aligned.
• Support the Maintenance Manager in ensuring all works are completed within the departmental budgets and labour costs controlled. Assist the Maintenance Manager in operation of the departmental budgets to ensure cost efficiencies are prioritised and that expenditure is tightly controlled, looking ahead and identifying any potential risk to budget negative deviation and implementing course corrective strategies Full understanding of the process required for raising PO's and approving invoices to ensure accounts with suppliers are kept in good order.
• Work with and support the Maintenance Manager with the department procurement processes and inventory storage and management - implement a process for ordering of consumables / materials as required and that equipment is maintained to a good standard. Take regular stock-checks and ensure the department is kept l stocked efficiently and aligned with demand.
• When required, to lead and cover the Maintenance department from time to time in the absence of the Maintenance Manager.
• Provide relevant reporting as required, review data regularly and propose informed changes to drive departmental/ team efficiencies.

General Accountabilities:

• Undertake additional relevant duties which fall under the general scope of the role, as directed by your Manager, raising any issues with capacity so they can be properly managed.
• Participate in the full year and half year Performance Development Review process as reviewer and reviewee, meeting the standards and timescales required by the Company.
• At all times ensure that your understanding and skill level regarding the Company's IT systems are up to date, as applicable to your role. Undertake IT training as required to ensure full and proper use of the available technology.
• Demonstrate commitment to and align actions with the Company's values: Creative, People-First, Pioneering, Sustainable and Proud.
• Work within the Company's policies and procedures, governance framework and standards, as detailed on the Company's intranet.
• Remain knowledgeable about Group activities, benefiting from all forms of internal communication provided and acting as a positive ambassador for the Company at all times.
• Use materials and resources effectively and efficiently to minimise waste and always consider the impact of potential actions alongside our Sustainability policies and goals before taking business decisions.

Qualifications/Experience/Skills:

• IT literate with excellent knowledge of MS Office and associated software packages.
• Resilient and able to work in a high pressured environment and able to embrace and adapt to change as the business demands.
• Proven track record of implementation and execution of standard operating procedures.
• Highly strategic with a proven track record within the Maintenance field.
• Excellent verbal, written and organisational skills.
• Excellent customer service capabilities and well presented, emotionally intelligent.
• Proven experience in relevant Building Services roles along with technical, hands-on experience.
• Someone who is a real team player and instils a culture of openness, high integrity and teamwork within their team.
• Good knowledge and understanding of managing contractors and facilities/ maintenance related management contracts.
• Enthusiastic, motivated and a self-starter.