Job Description

Job Title:

Facilities/Property Management Co-Ordinator

Location:

Newcastle upon Tyne

Reports to:

Facilities Manager / Operations Director - Residential

Requirement:

Full UK Driving Licence

Role Overview

The Facilities/Property Co-ordinator holds responsibility for the effective management and performance of one or more accommodation properties or blocks. This role combines oversight of maintenance coordination, compliance assurance, resident engagement, and financial responsibility. It is ideally suited to a detail-oriented and self-motivated professional with strong interpersonal skills and the ability to build trust across dispersed teams. Coordinating and delivering a responsive, planned, and preventative maintenance services across accommodation sites, ensuring 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 collaborative contractor oversight.

Key Responsibilities

Operational Oversight

Maintain responsibility for the smooth day-to-day running of multiple properties, using site reporting tools, dashboards, and scheduled inspections. Coordinate maintenance activities through approved contractors, ensuring SLAs are achieved and issues are followed through to resolution. Monitor site cleanliness, safety, and facilities performance via caretaking reports, photographs, and resident feedback. Prepare detailed operational reports by collecting data on maintenance activities, contractor performance, and compliance metrics; analysing trends to inform asset management strategies and improve service delivery

Resident Services & Tenancy Management

Manage the student/resident journey across lettings, check-ins/outs, deposits, and tenancy enforcement, primarily through digital platforms and remote communication. Support on-site Resident Liaison Officers in delivering, maintenance coordination, and customer service resolution. Monitor and respond to resident communications professionally, escalating where necessary.

Compliance & Safety

Ensure properties remain compliant with all statutory obligations including fire, gas, electrical, legionella, and HMO requirements. Schedule and verify compliance testing and remedial works via remote contractor oversight and property documentation checks.

Financial and Operational Reporting

Manage budgets and spending, monitor supplier invoices, and track cost variances across your portfolio.

Contractor & Supplier Liaison

Oversee contractors for cleaning, grounds, security, and reactive works Liaise with contractors and in-house teams to deliver maintenance works in line with service level agreements and student welfare considerations. Coordinate day-to-day maintenance requests from residents and staff, ensuring timely 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 room inspections, identifying and co-ordinating the rectification of maintenance issues, and ensuring cleaning teams are scheduled to prepare rooms for incoming residents.

Assist with room readiness and turnaround processes during student check-in process Act as primary liaison for the onsite Resident Liaison Officer, ensuring accountability and consistent service standards. Work closely with lettings, and accounts team to align operations with occupancy and revenue targets.

Essential Experience and Attributes:

Proven experience in property management, ideally with multi-site or offsite oversight Strong knowledge of property compliance requirements (fire, HMO, health & safety) Able to build rapport and trust with tenants, contractors, and stakeholders alike Clear written and verbal communication; confident producing reports and logs independently Experience in maintenance coordination within residential, PBSA, or hospitality environments. Strong organisational and communication skills, with a student-focused and empathetic approach. Proficiency in using CAFM systems and digital maintenance tracking tools Understanding of building systems and statutory maintenance requirements

Desirable Experience and Attributes:

NVQ Level 3 in Facilities Management, Building Services, or equivalent IOSH Managing Safely or equivalent health and safety certification Experience working in heritage buildings or with accessibility adaptations Previous experience in PBSA, BTR, or residential block management
Job Type: Full-time

Pay: 30,000.00 per year

Work Location: In person