Property Construction & Maintenance Administrator

Location: Nottingham City – Office Based

We are seeking a proactive and highly organised Property Maintenance Administrator to join the growing team within our sister company Cherwell Construction & Maintenance.

This role is essential in ensuring smooth day-to-day operations of our property construction and maintenance business, from scheduling works and client communications to administrative support and social media management. You will play a key part in coordinating our workforce, maintaining positive client relationships, and helping drive business growth through targeted marketing initiatives.

What We Offer:

• A varied and rewarding role in a supportive team.
• Opportunities for professional development.
• Flexibility and autonomy in your daily work.
• The chance to be involved in the growth and reputation of a local property business.
• 25 days annual leave increase to 28 based on length of service
• Nuffield Health Assessments based on length of service
• Additional pension contributions based on length of service
• Death in service at 4 x salary

Scheduling & Operational Coordination

• Coordinate and schedule property construction and maintenance works with clients and internal teams.
• Ensure sub-contractors/employees are assigned to the correct jobs and are on-site as scheduled.
• Liaise with clients to confirm work dates, provide updates on progress, and respond to queries.
• Monitor ongoing works and update relevant parties as projects progress or change.

Client, Financial & Supplier Administration

• Raise and send accurate sales invoices to clients promptly following job completion, along with interim invoices where required.
• Follow up on outstanding payments in line with the credit control policy.
• Log and track all client enquiries, assigning follow-up tasks and actions.
• Ensure the Director attends site visits for quotations as required, with timely reminders and itinerary updates.
• Send formal quotes to clients and follow up to gain feedback or approvals.
• Maintain detailed records of quotes, job acceptances, or rejections.
• Ensure all suppliers and subcontractors provide up-to-date copies of their insurance certificates and/or qualifications.
• Approve supplier and sub-contractor invoices and assign to projects.

Marketing & Social Media

• Manage the company’s social media accounts (e.g. LinkedIn).
• Share engaging updates of recently completed projects.
• Plan and implement targeted marketing campaigns in key focus areas.
• Monitor engagement and performance of social media campaigns and adjust strategies as needed.
• Update the company website with new projects and completed works.

Required Skills & Experience:

• Proven experience in an administrative, coordination or scheduling role (preferably in construction, maintenance, or trades).
• Strong customer service skills and confident telephone manner.
• Excellent time management and organisational abilities.
• High attention to detail with a proactive approach to problem-solving.
• Familiarity with invoicing software and social media platforms.
• Ability to manage multiple priorities and meet deadlines.
• Proven ability to manage challenging situations and handle difficult stakeholders, both within the organization and externally, with professionalism and diplomacy.
• Competency in Microsoft Office.

Desirable Attributes:

• Experience using job management or CRM software.
• Basic graphic design or content creation skills for social media.
• A genuine interest in property, maintenance, or construction services.

To apply for the role please send a copy of your CV to Kirren Quigley – kirren@fhpaccounting.co.uk