Compliance and maintenance administrator

Compliance and maintenance administrator

Part-time Permanent Entry Level

Posted 10 Sep 2026

Description Administrative Assistant Job Purpose

The Administrative Assistant is responsible for providing comprehensive administrative support to the Head of Maintenance and assisting with the efficient day-to-day running of the business. The role requires excellent organisational skills, attention to detail, and the ability to communicate effectively with internal teams, contractors, suppliers, and third-party organisations.

Key Responsibilities Administrative Support

• Provide full administrative support to the Head of Maintenance and other members of the management team as required.
• Manage incoming telephone calls, emails, and correspondence, ensuring enquiries are handled professionally and efficiently.
• Prepare, format, and distribute documents, reports, spreadsheets, letters, and presentations.
• Maintain accurate electronic and paper filing systems.
• Organise meetings, appointments, and diaries where required.
• Take minutes and record actions from meetings when necessary.
• Monitor and manage departmental inboxes, ensuring all communications are responded to promptly.

Business Administration

• Assist with the day-to-day administrative functions of the business.
• Maintain accurate records, databases, and management information systems.
• Process paperwork, forms, and documentation in accordance with company procedures.
• Ensure company records are kept up to date and easily accessible.
• Support the implementation and improvement of administrative processes and procedures.
• Assist with the preparation of reports and management information.

Contractor and Third-Party Liaison

• Act as a point of contact for contractors, suppliers, and third-party organisations.
• Coordinate communications between internal teams and external stakeholders.
• Obtain quotations, information, and documentation from suppliers and service providers as required.
• Monitor and maintain contractor and supplier records, ensuring relevant documentation remains current.
• Follow up on outstanding information and requests from external parties.
• Assist with the processing of invoices, purchase orders, and expenditure records.
• Maintain accurate records relating to supplier accounts and business expenses.
• Support budget monitoring by updating financial trackers and administrative records.
• Liaise with finance teams and suppliers regarding administrative queries.

Compliance and Record Keeping

• Maintain company records, certifications, contracts, and compliance documentation.
• Monitor renewal dates and assist in ensuring required documentation is obtained and updated.
• Support management with administrative tasks relating to compliance and business operations.

General Duties

• Provide professional and courteous customer service at all times.
• Assist colleagues across different departments with administrative tasks as required.
• Handle confidential information with discretion and professionalism.
• Support business projects and initiatives through effective administration and coordination.
• Undertake any other reasonable duties commensurate with the role.

Skills and Experience

• Previous experience in an administrative or office support role.
• Excellent organisational and time management skills.
• Strong verbal and written communication skills.
• High level of accuracy and attention to detail.
• Proficient in Microsoft Office applications, including Word, Excel, Outlook, and Teams.
• Ability to prioritise workload and meet deadlines.
• Professional and confident manner when dealing with internal and external contacts.
• Experience working within a property, maintenance, construction, or facilities environment.
• Experience liaising with contractors, suppliers, or third-party service providers.
• Knowledge of office management systems and administrative procedures.

Personal Attributes

• Highly organised and proactive.
• Reliable and dependable.
• Professional and approachable.
• Strong problem-solving skills.
• Ability to work independently and as part of a team.
• Flexible and adaptable to changing business needs.