Understanding the Repairs Administrator Role

Who keeps the cogs turning when something goes wrong in a property, like broken boilers, leaky roofs, or faulty electrics?

If you’re looking for a role that blends organisation, communication skills, and problem-solving knowledge, this could be the job for you.

What Does a Repairs Administrator Do?

A repairs administrator is responsible for scheduling repairs and maintenance, ensuring all work is of the highest standard. A tenant calls to report a leak from a tap. You take note of the fault, allocating a trusted contractor to rectify the issue while speaking to the tenant to put their mind at ease. Your job is playing the middleman and overseeing coordination in a fast-paced environment.

Essential Skills for Success as a Repairs Administrator

• Communication: As the main point of contact between tenants, contractors, and property managers, you’ll have a healthy appreciation of verbal and written communication. You’ll talk to people on a regular basis, often under stress.
• Organisation: Multi-tasking and managing a high workload will be key components of this role. Being able to manage and prioritise your workload is essential.
• Problem Solving: You will be required to think on your feet and respond as quickly as you can to ensure tenants and property managers are on the same page with peace of mind.
• Attention to Detail: Whether you’re keeping a budget, recording details or ensuring all safety standards are being met, you will need to pay attention to every detail to keep things in check.

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Qualifications, Experience and Career Progression

So – what do you need to do to become a repairs administrator? In many cases, at least 5 GCSEs or A-Levels will be needed to secure a beginning role. A little work experience in customer services, administrative roles or property management will also do no harm. Experience in retail or hospitality management is commonly seen as especially beneficial as it teaches transferable skills, like organisation and communication.

Many experienced repairs administrators often move into property management or other senior administrative roles within the property industry. Furthermore, opportunities may arise for leading a team of administrators and coordinating departments.

Pathways to Becoming a Repairs Administrator Coordinator 

• Start with the basics: Experience in the retail and hospitality sectors and any other type of client-facing setting will allow organisational, communication and attention-to-detail skills to be widely transferable within the property services sector.
• Foreknowledge of property maintenance: You must have a solid understanding of what property maintenance is to fulfil the repairs administrator role. Working in this area will provide you with knowledge on the types of property issues tenants face.
• Increase your technical knowledge: It is a great idea to have a great understanding of construction, plumbing, electrical systems, workplace health and safety laws and much more.
• Look for qualifications: Well-suited qualifications typically tend to be in property management and business administration. There are many certificate and degree programs in this area.

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How Repairs Administrators Contribute to Property Services As a Whole

A repairs administrator is a critical role to property services. Without them, the maintenance process would be a hassle. They ensure property maintenance jobs are taken care of quickly and compliantly and in effect, this impacts tenant satisfaction.

They also ensure the property management team can maintain focus and stay organised to work on higher-level strategic projects, while smaller, day-to-day tasks run seamlessly. They are, in many ways, problem solvers, ensuring properties are well kept, tenants are happy and contractors are working to the required standard.

Key Challenges Repairs Admins Face and How to Tackle Them

One of the biggest difficulties can be to manage the workload. Often, repairs come in quick succession, with one thing breaking down after another. There can be times when multiple urgent jobs will pop up at the same time.

Another difficulty is emergency repairs. These can be stressful, particularly if contractors are unavailable or things are more complicated than usual. Managing time and staying cool under pressure will be key for this kind of situation.

Contractors running behind schedule is also possible. Therefore, clear communication is needed for everyone and it is important to have real expectations to avoid disappointments.

Becoming the Best Repairs Administrator

• Use technology: You can use an app or software to keep a tab on tasks, due dates and follow ups so you don’t miss anything important.
• Use data to improve processes: Store the data on which type of repairs are most common in property management and how various contractors have fared previously. Then, use this to make your processes more efficient.
• Build relationships with contractors: Having a good relationship with your most reliable contractors is a huge advantage. This can substantially improve response times and make it easier to complete complex repairs.
• Work on your communication: Having strong communication skills will help you in guiding someone through the issues while setting realistic expectations.

Strong communication and problem-solving ability. Upkeep of property standards and tenant satisfaction. An important part of any property services team.

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