Facilities/Property Maintenance Co-ordinator - Tyne And Wear

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Job Title: Facilities/Property Maintenance Co-ordinator
Location: Newcastle upon Tyne
Reporting To: Facilities Manager / Operations Director – Residential
Requirement: Full UK Driving Licence

Role Overview

The Facilities/Property Maintenance Co-ordinator is responsible for the effective management and operational performance of one or more residential accommodation properties or blocks. The role encompasses maintenance coordination, compliance assurance, resident engagement, and financial oversight.

This position is suited to a highly organised, detail-oriented, and self-motivated professional with strong interpersonal skills and the ability to build trust across geographically dispersed teams. The Co-ordinator ensures the delivery of responsive, planned, and preventative maintenance services across multiple sites, maintaining a safe, compliant, and welcoming living environment.

The role plays a key part in enhancing the resident experience through timely issue resolution, proactive asset management, and effective contractor coordination.

Key Responsibilities

Operational Oversight

• Oversee the day-to-day operations of multiple properties using reporting tools, dashboards, and scheduled inspections.
• Coordinate maintenance activities through approved contractors, ensuring service level agreements (SLAs) are consistently achieved and issues are resolved efficiently.
• Monitor site cleanliness, safety, and overall facilities performance through caretaker reports, photographic evidence, and resident feedback.
• Produce detailed operational reports, analysing maintenance data, contractor performance, and compliance metrics to support continuous improvement and asset management strategies.

Resident Services & Tenancy Management

• Manage the resident lifecycle, including lettings, check-ins/check-outs, deposit processes, and tenancy enforcement, primarily through digital systems and remote communication.
• Support on-site Resident Liaison Officers in delivering maintenance coordination and resolving customer service matters.
• Respond to resident enquiries in a professional and timely manner, escalating issues where appropriate.

Compliance & Safety

• Ensure all properties remain fully compliant with statutory requirements, including fire safety, gas safety, electrical systems, legionella control, and HMO regulations.
• Schedule, monitor, and verify compliance inspections and remedial works through contractor oversight and documentation review.

Financial & Operational Reporting

• Manage property budgets, monitor expenditure, review supplier invoices, and track cost variances across the portfolio.

Contractor & Supplier Management

• Oversee contractors responsible for cleaning, grounds maintenance, security, and reactive works.
• Liaise with contractors and internal teams to ensure maintenance activities are delivered in line with SLAs and with consideration for resident wellbeing.
• Coordinate maintenance requests from residents and staff, ensuring timely, efficient, and empathetic resolution.
• Manage planned preventative maintenance (PPM) schedules to minimise disruption during peak occupancy periods.

Team Collaboration & Leadership

• Lead the student check-out process, coordinating inspections, identifying maintenance requirements, and ensuring timely completion of remedial works and cleaning.
• Support room turnaround and readiness during check-in periods.
• Act as the primary point of contact for on-site Resident Liaison Officers, ensuring accountability and consistent service delivery.
• Collaborate with lettings and accounts teams to align operational performance with occupancy and revenue targets.

Essential Experience and Attributes

• Demonstrable experience in property or facilities management, ideally across multiple sites or remote portfolios.
• Strong knowledge of property compliance requirements, including fire safety, HMO regulations, and health & safety standards.
• Ability to build effective relationships with residents, contractors, and stakeholders.
• Excellent written and verbal communication skills, with the ability to produce reports independently.
• Experience coordinating maintenance within residential, PBSA (Purpose-Built Student Accommodation), or hospitality environments.
• Strong organisational skills with a proactive, resident-focused, and empathetic approach.
• Proficiency in CAFM systems and digital maintenance tracking tools.
• Good understanding of building systems and statutory maintenance requirements.

Desirable Experience and Attributes

• NVQ Level 3 in Facilities Management, Building Services, or a related discipline.
• IOSH Managing Safely qualification or equivalent health and safety certification.
• Experience working with heritage buildings or accessibility adaptations.
• Previous experience within PBSA, Build-to-Rent (BTR), or residential block management environments.