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Recruiter Information

Key Housing Association Ltd Logo

Key Housing Association Ltd
The Square
70 Renton Street

Tel for applications - 0141 342 1892

Email for applications - jobs@key.org.uk


Maintenance Administration Assistant

Glasgow | Key Housing Association Ltd
£25,681 - £29,949

Closing date

4th August 2024, at 12 Noon

Salary and Employment Details



Maintenace Administration Assistant

Location: Head Office - Glasgow

Hours: 35 Hours

Salary: £25,681 - £29,949

Closing Date: 4th August 2024


Key is a Registered Social Landlord which works across Scotland, mainly providing housing to people with disabilities.

We are seeking to recruit a suitably motivated, skilled and experienced individual to join our well established maintenance administration team based in our main office located in Glasgow.

The main function of this post is to ensure the effective administration of our property maintenance function across 800 tenancies and multiple office locations. This will include responding to repairs queries from tenants/staff, arranging cyclical maintenance works, liaising with contractors and maintaining appropriate records.

The successful candidate must have previous administrative experience, excellent communication skills and attention to detail in their work. Experience working in a property management environment will be advantageous 


Job Description

Post: Maintenance Administration Assistant

Contract:Full Time

Permanent Responsible to: Maintenance Administration Team Leader

Overall Aim of Post:

This post holder will assist in ensuring an efficient and effective repairs and maintenance service to all Key properties, leased properties, and offices. Specific Duties Provision of Repairs Service to Tenants

1. To ensure compliance with Key’s maintenance policies and procedures.

2. To receive, evaluate and take appropriate action on repair requests.

3. To process repairs in accordance with Key’s approved procedures.

4. To prepare works orders for issue to authorised contractors.

5. To raise inspection requests for Maintenance Officers and implement any actions as instructed on their return.

6. Process and issue work orders promptly to enable target timescales to be achieved.

7. Send copy of maintenance order and letter to tenants for completion date.

8. Liaise with Maintenance Officers and contractors to quickly resolve areas of difficulty and repairs queries.

9. Check, monitor and process variations to repairs with guidance from Maintenance Administration Team Leader as required.

10. Input contractor performance data.

11. Monitor completion of works and follow up to ensure completion within target timescales. 

12. Monitor contractor performance and follow up incomplete jobs.

Tenant and Staff Contact

1. Handle general enquiries and action as necessary bringing matter to a conclusion.

2. Arrange appointments for tenants and staff as requested.

3. Answer telephone calls and customer contact promptly.

4. Provide information, advice, and assistance to ensure matters are fully addressed.

5. Log repairs, liaise with Maintenance Officers, Housing Officers, and Maintenance Administration Team Leader when necessary and instruct work to contractors.

6. Liaise with tenants and staff, ensuring that information is accurate and timely and that they are aware of intended outcomes

Co-ordination of Servicing Contracts

1. Liaising with tenants, staff and contractors for gas servicing, electrical installation checks, portable appliance testing, smoke detectors, specialist equipment, fire alarm monitoring, fire fighting equipment, blender valves & emergency lighting.

2. Obtaining certification, logging details onto database and diary.

General Administration Support of Maintenance Function

1. Provide first point of contact for maintenance queries.

2. Monitoring servicing performance and liaising closely with contractors.

3. Maintain database records for repairs and servicing.

4. Produce standard and non-standard letters in relation to repairs and servicing.

5. Update diary records for cyclical servicing.

6. Assist with the review and monitoring of the range of contractors used by Key.

7. Maintain updated records of contractor’s rates, insurances and CDM status.

8. Updating records of properties to contribute to the data underlying an effective asset management strategy. 


1. Co-ordinate insurance claims

2. Manage stock and inventory of telecare equipment

3. Carry out scanning and photocopying as required

4. Ensuring in all areas of work that Key meets it’s legal and statutory responsibilities as a registered social landlord including health and safety and Scottish housing charter outcomes.

5. Carry out any other duties as directed by the Maintenance Administration Team Leader within these broad areas of responsibility.


We use PDF files for the job application forms on our website. The software you need to view and complete these forms is Adobe Reader, which you can download free for your desktop. Alternatively, if you would like Adobe Reader for your mobile phone or device you can download the iOS, Android or Windows phone versions of the Adobe Reader app free here.

You can also contact our recruitment team on 0141 342 1892 or email us at jobs@key.org.uk quoting the job reference number.

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