Property Compliance & Administration Co-ordinator

Property Compliance & Administration Co-ordinator

Property Compliance & Administration Coordinator

Salary: £27,000–£29,000 per annum, depending on experience, with opportunity for progression as the organisation and property portfolio grows.

About the role

We are looking for an experienced and highly organised Property Compliance and Administration Coordinator to support the day-to-day management of property compliance, maintenance and wider administrative activity.

This is an opportunity to join a small but growing provider at an important stage of its development. The postholder will help shape practical systems and processes, improve the quality and accessibility of information, and become a key part of a developing team. The role will suit someone who enjoys a hands‑on environment and can bring order, consistency and follow‑through to a busy workload.

Although property compliance is an important part of the role, this is also a broad coordination and administration position. The postholder must be confident managing shared inboxes, maintaining accurate records, producing reports, arranging meetings and appointments, responding to enquiries and providing reliable administrative support across the organisation.

The successful candidate will not simply process paperwork. They will be expected to check information carefully, notice missing or inconsistent evidence, chase actions, coordinate people and works, maintain clear audit trails and escalation concerns at the right time.

• To maintain complete, accurate and accessible property, compliance, maintenance and administrative records.
• To monitor deadlines, schedule activity in good time and follow actions through to completion.
• To coordinate contractors, inspections, maintenance works, access arrangements and completion evidence.
• To provide responsive and well‑organised administrative support to property, housing and operational colleagues.
• To identify gaps, discrepancies, delays and higher‑risk concerns and escalation them promptly.

Key responsibilities

Property compliance

• Maintain accurate compliance records across the property portfolio.
• Review documents to confirm that they relate to the correct property, cover the required areas, are complete, valid and in date.
• Monitor certificate, assessment and inspection expiry dates and arrange renewals sufficiently in advance.
• Identify missing, expired, inconsistent or potentially non‑compliant documentation and escalation concerns appropriately.
• Maintain compliance trackers and provide clear updates on current performance, overdue items and outstanding actions.
• Upload, name, organise and retain property documentation consistently on internal systems.
• Support the onboarding and compliance approval of new properties, including checking that required information has been received.
• Record remedial actions identified through inspections, assessments and certificates and monitor them through to verified completion.
• Maintain clear audit trails, including instructions, appointments, communications, completion evidence and approvals.

Compliance and property documentation

Documentation may include:

• Gas Safety Certificates
• fire detection and alarm certification
• Electrical Installation Condition Reports
• Portable Appliance Testing records
• Energy Performance Certificates
• buildings insurance
• property and lease documentation
• Land Registry information
• other property, maintenance, licensing and health and safety documentation

Works and contractor coordination

• Raise and schedule maintenance and compliance works with approved contractors.
• Coordinate access with residents, housing teams, support providers, landlords, managing agents and contractors.
• Prioritise urgent, safety‑critical and higher‑risk works appropriately.
• Monitor jobs from instruction and appointment through to completion and closure.
• Chase contractors where attendance, works, quotations, invoices or evidence are overdue.
• Obtain and organise certificates, reports, photographs, invoices and other completion evidence.
• Check that reports and evidence correspond with the instructed work and that identified remedial actions have been addressed or referred for technical review.
• Maintain accurate records of outstanding, scheduled, completed and cancelled works.
• Escalate delays, repeated failed access, cost concerns and higher‑risk compliance issues promptly.
• Support planned and reactive maintenance coordination when required.

General administration and team support

• Manage shared inboxes, triage enquiries and ensure messages are acknowledged, allocated and followed up.
• Maintain accurate spreadsheets, trackers, databases, contact lists and electronic filing systems.
• Prepare routine reports, meeting information and status updates using clear and accurate data.
• Arrange meetings, appointments, property inspections and contractor visits; issue confirmations and reminders.
• Take clear notes where required and maintain action logs, chasing owners and updating progress.
• Draft routine emails, letters, work instructions and other administrative correspondence.
• Process incoming documents and information promptly, applying agreed naming, filing and version‑control arrangements.
• Support purchase order, quotation and invoice administration in line with organisational procedures.
• Respond professionally to telephone and written enquiries and direct matters to the appropriate colleague.
• Support data‑quality checks and prepare records so they are complete, organised and readily available for audit or review.
• Provide flexible administrative support to the wider team during busy periods and contribute to improving systems and ways of working.
• Handle personal, commercially sensitive and confidential information appropriately.

Working relationships

The postholder will work with residents, housing and support teams, managers, landlords, managing agents, contractors, consultants, commissioners and other external partners. They must communicate confidently and professionally while maintaining clear boundaries, accurate records and appropriate confidentiality.

Decision making and escalation

The postholder will manage routine administration and coordination independently within agreed procedures. They are expected to use judgement when prioritising work, question unclear or inconsistent information, and escalation safety concerns, overdue high‑risk actions, repeated access failures, significant cost implications and matters outside their competence or authority.

General requirements

• Work in accordance with organisational policies, procedures and delegated authority.
• Protect confidential and personal information and maintain accurate records.
• Contribute to equality, inclusion, safeguarding and a respectful working culture.
• Attend relevant training and maintain knowledge appropriate to the role.
• Undertake other reasonable duties consistent with the purpose and level of the post.

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