Lucy Developments
Property Maintenance Administrator
How your CV stacks up
Upload your CV to see how well it fits this job role
?%
Property Maintenance Administrator
Administrative Support Role – Property & Maintenance
Job Purpose
To provide administrative support, primarily focusing on maintenance, compliance, and sustainability, within the property team. This role reports to the Helpdesk Manager, collaborating closely with the Property Maintenance Coordinator and the Maintenance Manager to ensure smooth day-to-day operations.
You will work across multiple departments—from supplier onboarding and payment processing to compliance, licensing, and direct tenant engagement. Integral to both Lucy Properties (residential letting) and Lucy Developments (property development), this role is pivotal in supporting a real estate business with a legacy of over 50 years in Oxford.
Business Overview
Lucy Real Estate Group
- Lucy Real Estate is part of Lucy Group Ltd, a privately owned company with interests in manufacturing and property.
- The property division has been operational for over 50 years and is one of the largest private landlords in Oxford.
- Lucy Properties provides accommodation for over 850 tenants across 340+ properties (studs, flats, townhouses, and penthouses).
- All properties are let and managed in-house by a dedicated, experienced maintenance team.
Job Dimensions
Role & Reporting
- Reports to the Helpdesk Manager, operating within a small, collaborative team that spans letting and property management.
- Works alongside administrators, maintenance managers, and contractors to:
- Handle reactive maintenance support.
- Manage tenant liaison for maintenance queries.
- Ensure contract compliance and supplier engagement.
- Seamless skill-sharing is encouraged, actively contributing to transparency, teamwork, and individual growth.
Reasons to use Rodeo
Start with a chat, not a search bar
Grad scheme, placement, apprenticeship? Not sure what you want yet — that's fine. Your agent talks it through with you and turns "I have no idea" into a shortlist.
It searches the market for you
Every day your agent scans the market matching roles against what actually matters to you, not just keywords on a CV.
Only hits
No noise. No "maybe this fits." Just roles with a clear explanation of why they're right — and where to focus when applying.
Core Purpose
- Tenant satisfaction is at the heart of this role—supporting a long-term landlord relationship model with over 700 families/tenants dependent on high-quality service.
- The small, tightly knit team operates with deep knowledge of the property portfolio, backed by over 50 years of local expertise.
Key Accountabilities
-
Administrative & Maintenance Coordination:
- Provide front-of-house support, including supplier/contractor key administration and tenant call management.
- Shared maintenance mailbox management—liaising with contractors and tenants to coordinate works.
- Handle reactive maintenance requests (phone/email) while escalating as needed.
- Ensure accelerated supplier-contractor engagement, onboarding, and renewals.
-
Contract & Data Management:
- Reconcile purchase orders for property repairs/services in the property system.
- Maintain compliance with the latest tenant rights legislation and keep property records up-to-date.
- Coordinate and execute annual health & safety inspections and fire risk assessments (with Group Head of HS&E).
- Support HMO and selective licence renewals, scheduling council inspections, and resolving tenant/FHRA queries.
-
Customer & Tenant Support:
- Administer tenant feedback initiatives—distributing surveys, analysing responses, and using insights to improve services.
- Distribute digital communication campaigns to tenants and contractors.
- Support pilot sustainability initiatives, ensuring alignment with ESG efforts.
Get help with your application
Your very own career expert that helps elevate your application to the next level.
- Kerbside & Experience Enhancement:
- Organise property photography and video for marketing.
- Document and share property status reports for executive and senior stakeholders.
Qualifications, Skills & Experience
Essential Requirements
- Experience in a fast-paced office environment providing detailed administrative support.
- Strong background in a customer-facing role with great interpersonal communication.
- Minimum A-Level qualification (or equivalent).
Job-Specific Skills (Preferred)
- Knowledge of property compliance (not mandatory but beneficial).
Behavioral Competencies
- Outstanding Communicator – Confident, clear, and approachable in all interactions.
- Highly Organised – Punctual, detail-oriented, and efficient in managing multiple priorities.
- Problem-Solver – Logical thinker with strong analytical skills for resolving issues.
- Resilient & Adaptable – Thrives in a small-team dynamic, happy to support colleagues across scopes.
- Technically Proficient – Familiarity with property management systems being a plus.
Values
We believe our team culture is defined by:
- Support – We uplift and respect one another.
- Collaboration – No task is done in siloes; every voice matters.
- Integrity – Complying with best practices and delivering with honesty.
This isn’t just a job—it’s a team project.
“It took my CV and asked me questions relevant to understanding what kind of jobs to suggest for me. Suggestions were almost perfect. Jobs were exactly what I’ve been looking for.”
Jessica, London
Skills
Location