Key Responsibilities and Required Skills for Building Caretaker

🎯 Role Definition

We are looking for a dependable, skilled Building Caretaker to manage the day-to-day operation, maintenance and safety of one or more properties. The Building Caretaker will deliver consistent preventive and reactive building maintenance, coordinate contractors, ensure statutory compliance (fire safety, PAT testing, gas safety, Legionella control), oversee cleaning and groundskeeping, respond to tenant/occupant requests, and preserve asset value through timely repairs and record-keeping. This role requires hands-on trade skills, excellent communication, strong health & safety focus and the ability to prioritise multiple tasks in a fast-paced facilities environment.

📈 Career Progression

Typical Career Path

Entry Point From:

Junior Maintenance Operative / Handyperson
Site Cleaner / Grounds Operative
Apprentice Electrician / Plumber / HVAC Technician

Advancement To:

Senior Building Caretaker / Head of Site Services
Facilities Supervisor / Facilities Manager
Property Manager / Estates Manager

Lateral Moves:

Maintenance Technician (specialist: HVAC, plumbing, electrical)
Health & Safety Coordinator / Compliance Officer

Core Responsibilities

Primary Functions

Carry out daily and weekly inspections of building fabric, plant and equipment—identifying defects, logging findings, and initiating repair or replacement actions to maintain building integrity and occupant safety.
Perform reactive maintenance and on-the-ground repairs including basic plumbing (unclogging drains, fixing leaks), carpentry, glazing repairs, painting, plastering and minor structural remedial works to keep communal areas and tenanted spaces operational.
Conduct planned preventive maintenance tasks for heating systems, boilers, hot water plant, pumps and calorifiers, following manufacturer schedules and ensuring system reliability through routine servicing and basic fault diagnosis.
Maintain and service HVAC and ventilation systems: filter changes, belt and fan adjustments, temperature control fault-finding, and escalation of major repairs to qualified contractors.
Carry out routine electrical maintenance tasks such as changing light fittings, replacing switches and sockets, emergency lighting checks, and liaising with certified electricians for high-risk or complex electrical work.
Manage fire safety systems and emergency equipment: perform regular fire alarm checks, emergency lighting tests, inspect fire extinguishers, maintain fire doors and ensure all fire safety remedial actions are completed and recorded.
Monitor and operate the Building Management System (BMS), respond to alarm events, adjust building controls for occupant comfort and energy efficiency, and log system performance and issues.
Respond to tenant and occupant service requests and complaints in a professional and timely manner, providing first-line resolution and coordinating external contractors when specialist intervention is required.
Coordinate and supervise appointed contractors and tradespeople for planned works, ensuring proper documentation, contractor competency checks, site induction, and quality control of delivered works.
Maintain accurate records, logs and statutory documentation for maintenance, inspections, certificates (e.g., gas safety, PAT, lift inspections), and produce reports to support compliance and audit activities.
Manage building security operations: oversee access control, key management, CCTV monitoring, door entry systems, and react to security incidents or after-hours call-outs as required.
Undertake routine grounds maintenance including lawn mowing, hedge trimming, clearing paths, snow and ice clearance, drainage checks and ensuring external communal areas are safe and presentable.
Implement and manage waste disposal and recycling programs, ensuring compliance with local environmental regulations and best-practice waste segregation across the site.
Deliver basic commissioning and handover activities for small projects and repair works, ensuring workmanship meets specification and handover documentation is complete.
Carry out Legionella risk management tasks such as weekly flushing regimes, temperature checks, and coordination of sampling and corrective works in line with risk assessments and policies.
Administer stock control, procurement and inventory management for spare parts, janitorial supplies and maintenance materials—raising purchase requisitions and monitoring vendor performance.
Operate and perform routine maintenance on small plant and equipment including generators, pumps and boilers, undertaking basic servicing and escalating major faults for specialist attention.
Implement and monitor health & safety protocols onsite: perform risk assessments, produce method statements for higher-risk activities, ensure COSHH compliance and maintain PPE and safety signage.
Coordinate refurbishment and re-let cleans: inspect vacated units, prepare and execute turnaround works to the unit standards, and liaise with property managers on vacancy handover.
Participate in an on-call rota for emergency building incidents, providing rapid response to leaks, power failures, security breaches and other urgent matters to minimize downtime and disruption.
Train and mentor junior caretaking staff, cleaners and contractors in site-specific procedures, health & safety rules and operational standards to maintain consistent delivery of services.

Secondary Functions

Support facilities administration tasks including raising work orders, updating CMMS (computerized maintenance management systems), and tracking job progress until completion.
Assist with the planning and execution of minor refurbishment projects, liaising with suppliers and internal stakeholders to ensure on-time delivery within budget constraints.
Monitor utility usage and support energy conservation initiatives: report anomalies, suggest improvements, and implement basic energy-saving measures (LED lighting upgrades, thermostat settings).
Conduct periodic condition surveys and contribute to long-term maintenance plans and capital expenditure (CapEx) proposals.
Facilitate access for scheduled inspections (e.g., statutory testing, insurance surveys) and provide on-site assistance to inspectors and auditors.
Help manage contractor invoicing and verify that completed works match purchase orders and agreed scopes of work before sign-off.
Maintain a professional and welcoming environment for occupants and visitors; escalate tenant relations issues to property management as required.
Maintain playgrounds, communal furniture and internal fittings, carrying out safety checks and minor repairs to reduce hazards and liability.
Keep up-to-date with industry best practices, building regulations and guidance (e.g., local building codes, fire safety regulations) and apply changes to site procedures.
Support emergency preparedness planning, conduct evacuation drills and keep emergency contact lists and building plans current.

Required Skills & Competencies

Hard Skills (Technical)

Proven hands-on building maintenance skills across plumbing, carpentry, basic electrical work, painting and decorating.
Experience servicing and maintaining boilers, hot water systems, pumps and central heating plant.
Knowledge of HVAC systems, ventilation maintenance and basic controls troubleshooting.
Competence operating and interpreting Building Management Systems (BMS) and site controls.
Familiarity with statutory compliance processes: fire alarm and emergency lighting testing, PAT testing, gas safety regimes, and lift/facility inspections.
Ability to complete Legionella control tasks: flushing, temperature monitoring and record keeping.
Competent in the use of common hand and power tools, groundskeeping equipment (mowers, strimmers) and small plant operators.
Experience using CMMS or work-order systems to log, prioritise and report maintenance activities.
Practical knowledge of health & safety legislation, risk assessments, method statements and COSHH control.
Basic fault-finding and diagnostic skills for building services and small plant.
Contractor management skills: procurement, vetting, scheduling and quality control.
Inventory and stock control experience for maintenance spares and janitorial supplies.
Competency in basic plumbing repairs (valves, seals, pipework) and maintaining drainage systems.
Working knowledge of access control, CCTV systems and building security best practices.
Ability to read technical manuals, drawings and manufacturer maintenance instructions.

Soft Skills

Strong problem-solving and practical troubleshooting mindset with an ability to prioritise under pressure.
Excellent communication skills: clear, professional interaction with tenants, contractors and colleagues.
Customer-service orientation; responsive, courteous and solutions-focused approach to occupant requests.
High level of reliability, integrity and ability to work independently with minimal supervision.
Good organisational skills and time management to balance reactive and planned maintenance workloads.
Attention to detail for record-keeping, compliance checks and quality assurance of repairs.
Teamwork and leadership capability to supervise contractors and mentor junior staff.
Flexibility and adaptability to respond to emergency call-outs, shifting priorities and multi-site demands.
Initiative and continuous improvement mindset: propose cost-effective maintenance and energy-saving ideas.
Resilience and physical fitness required for manual work, climbing ladders and operating equipment.

Education & Experience

Educational Background

Minimum Education:

High school diploma / secondary education certificate or equivalent.

Preferred Education:

NVQ / City & Guilds level 2 or 3 in Building Maintenance, Plumbing, Electrical, Heating and Ventilation, or Facilities Management.
Vocational or trade qualifications in plumbing, electrical or HVAC disciplines.

Relevant Fields of Study:

Facilities Management
Building Services Engineering
Plumbing & Heating
Electrical Installation Technology
Horticulture / Grounds Maintenance
Carpentry & Joinery
Health & Safety / NEBOSH (preferred)

Experience Requirements

Typical Experience Range: 2–5 years of hands-on building caretaking or multi-trade maintenance experience.

Preferred: 3–7 years in caretaking, facilities or building maintenance roles with demonstrable experience in preventive maintenance, statutory compliance and contractor management. Experience in residential blocks, commercial properties, schools, or housing estates is advantageous.