Portfolio Assistant (Maintenance-Focused)

Job Description:
The Portfolio Assistant provides operational, administrative, and maintenance coordination support to the Portfolio Manager. This role ensures the smooth running of day-to-day scheme activities, with a strong focus on maintenance oversight, contractor coordination, and stakeholder communication.

Key Responsibilities

Administration & Governance Support

• Assist with preparing AGM, SGM, and trustee meeting packs, notices, and minutes.
• Maintain accurate scheme records, including contracts, maintenance logs, correspondence, and compliance documents.

Maintenance Coordination

• Serve as the primary contact for maintenance requests from owners, trustees, and tenants.
• Log, track, and follow up on maintenance issues to ensure timely resolution.
• Obtain quotes, coordinate contractor appointments, and monitor work progress.
• Support preventative maintenance schedules and maintain maintenance registers.
• Assist with property inspections and prepare related reports or follow-up actions.

Financial & Supplier Support

• Assist with processing contractor invoices and gathering supporting documentation for insurance claims.
• Track maintenance-related expenses and support budget monitoring.
• Provide information for levy queries and maintenance-related financial enquiries.

Communication & Stakeholder Liaison

• Communicate updates on maintenance work to owners, trustees, and residents.
• Liaise with service providers to clarify scope, timelines, and performance expectations.
• Assist in resolving maintenance-related queries and disputes by coordinating responses.

Core Competencies

• Strong understanding of maintenance processes and contractor coordination
• Excellent administrative and organisational skills
• Clear and professional communication abilities
• Attention to detail with strong follow-through
• Ability to manage multiple maintenance tasks simultaneously
• Customer-service oriented and solution-driven