Team Coordinator (Block Management)

Job title: Team Coordinator (Block Management)

Reporting to: Team Leaders

Salary: Dependant on experience

Office Hours: Full-time or part-time (minimum 25 hours per week), Flexible within 08:00 – 19:00, Monday - Friday

Notice Period: 2 months

Ideal Candidate:

The ideal candidate thrives in a structured yet dynamic environment, whether working part-time or full-time, balancing autonomy with teamwork to keep operations running smoothly. Highly organised and proactive, they take pride in staying ahead of tasks, problem-solving efficiently, and ensuring every detail is managed with precision as part of a dedicated coordination team. No Block Management Experience is required.

Purpose of the position:

The Team Coordinator plays a vital role in the success of our Block Management team. This is not just a support role—it’s an essential position that ensures the smooth execution of key operational and compliance functions, allowing Block Managers to focus on delivering an exceptional service to our clients.

The Team Coordinator will have ownership over critical administrative and logistical processes, from coordinating compliance and maintenance schedules to managing inbox communications and ensuring all necessary reports are prepared and reviewed. This role requires a proactive mindset, strong organisational skills, and the ability to work autonomously while collaborating closely with the Block Managers.

Key Responsibilities:

Operational & Compliance Coordination:

• Take ownership of the portfolio inboxes, triaging requests efficiently and ensuring urgent matters are escalated appropriately.
• Be the first point of contact for client and contractor calls, resolving queries where possible and ensuring seamless communication with the team.
• Proactively track, schedule, and oversee compliance checks, including fire risk assessments, health & safety reports, Legionella assessments, and other statutory requirements.
• Arrange contractor access, ensuring scheduled maintenance and compliance works are completed efficiently and to a high standard.
• Take responsibility for the proactive maintenance calendar—following budget approvals, coordinate and book annual maintenance tasks in advance, diarise key milestones, and track progress.
• Review maintenance and compliance reports before passing them to Block Managers, highlighting key points for their attention.

Financial & Administrative Responsibilities:

• Assist in processing invoices and overseeing financial administration related to service charge accounts where appropriate.
• Conduct weekly key audits and manage key distribution and returns.
• Maintain accurate and up-to-date compliance documentation, contractor records, and maintenance schedules.

Team & Meeting Coordination:

• Work closely with Block Managers to ensure they have the information and resources needed for site visits, AGMs, and client meetings.
• Occasionally attend site visits, coordinating access and assisting with on-site management.
• Provide general office administration support, document management, and ensuring smooth day-to-day operations.

What We’re Looking For:

• Highly Organised: You thrive in a fast-paced environment, manage multiple priorities effectively, and bring structure to processes.
• Proactive & Solution-Oriented: You anticipate challenges, take initiative, and actively seek ways to improve efficiency.
• Strong Communicator: You have excellent written and verbal communication skills, with the confidence to liaise with clients, contractors, and colleagues.
• Detail-Focused: You ensure accuracy in compliance records, financial administration, and operational tracking.
• Tech-Savvy: Comfortable using Microsoft Office, CRM systems, and property management software (training provided where necessary).
• Autonomous & Collaborative: While able to work independently, you’re also a team player who contributes to a positive and supportive work environment.

This is a fantastic opportunity for someone who wants to take ownership of an integral role within our Block Management team. If you’re looking for a role that combines structure, autonomy, and teamwork, we’d love to hear from you

Holiday: Year 1: 23 days

  Year 2: 25 days

  Year 3: 26 days

  Year 4: 27 days

  Year 5 onwards: 28 days

  All usual bank and public holidays in addition.

Staff Benefits (Allocated on a pro rata basis where applicable):

• Season Ticket Loan (Subject to completion of probation and availability that quarter)
• Cycle To Work Scheme (Subject to completion of probation)
• Mental health – access to professional conversations (up to £300 per year)
• Referral employee Scheme
• Summer Celebration – full day out of office
• Monthly birthday/work anniversary cake & bubbles
• Not sick? – take your very own duvet day each year!
• tlc VIP – access to local discounts!

Team Activities:

• Social Committee – meets once per month
• Movie Nights
• Quiz Nights
• Raclette Nights
• Book Club
• Sports Day
• Christmas Party
• Book Exchange Library
• Tickets to min 2 x outdoor tlc cinema events for you and your family
• Tickets to tlc summer play for you and your family
• Tickets to tlc Autumn play for you and your family
• Access to a wealth of tlc garden parties over the summer season
• Volunteering opportunities
• Summer Celebration – full day out of office
• Monthly birthday/work anniversary cake & bubbles