Property & Compliance Administrator
Up to £28,000 FTE for 20 - 22.5 hrs per week
Purpose of Role
The Property & Compliance Administrator is a key support role within our property team, responsible for ensuring meticulous organisation and record-keeping of all property safety and compliance activities and administrative support for more complex repairs, voids, and planned work.
This role involves coordinating and recording regular inspections and tests (gas, electrical, fire safety, legionella, asbestos, etc.), accurate data entry, issuing orders for planned work, and engaging with contractors and residents to schedule appointments. The Administrator will also be responsible for producing regular monitoring reports, addressing outstanding inspections, and ensuring timely completion of follow-up work.
Specific Tasks
You will help to ensure residents are safe and well informed by being easy to contact, being helpful, keeping your promises, and making safety your number one priority. You will embody the ‘one team’ ethos in all of your work.
Safety & Compliance Administration
* Organize, maintain, and update records related to all property safety and compliance requirements, including gas, electrical, fire safety, legionella, and asbestos inspections.
* Ensure all safety inspections and compliance checks are scheduled, completed, and recorded accurately, with checks on documentation undertaken by the Property & Compliance Surveyor and any further action or follow-on work correctly and diligently raised.
* Track follow-up work to ensure timely completion and compliance.
* Maintain an up-to-date register of contractors for the whole business, ensuring insurance, specialist certifications, and other required documentation are up to date at all times.
Order Issuing and Management
* Issue orders for planned safety and compliance inspection and works, complex repairs, and void property works.
* Coordinate with contractors and residents to schedule appointments, resolving any access or scheduling issues in collaboration with other teams.
* Provide administrative and customer support for planned major works and improvement programs.
Data Management and Reporting
* Ensure you are knowledgeable and efficient in the use of in-house systems.
* Accurately enter data into the property management system, ensuring up-to-date and accessible records.
* Generate and distribute regular monitoring reports, highlighting outstanding inspections or work orders.
* Review and monitor data for accuracy and consistency, promptly addressing any discrepancies.
General Support & Customer Service
* Support the property team with record-keeping, inspection documentation, and work order management.
* Provide great customer service, handling resident enquiries professionally, entering information quickly and accurately on our systems, ensuring swift responses and keeping residents regularly informed about works that affect their home.
* Liaise with the Housing Team to coordinate works with residents and resolve any problems that arise, keeping them informed of any key dates or actions related to void works managed in the Property Team.
* Record and ensure efficient response to any complaints related to the team’s work, in line with in-house procedures.
* Provide ‘front of house’ support for calls and enquiry recording across the wider team when needed.
Quality Control and Continuous Improvement
* Actively participate in identifying process improvements, enhancing administrative efficiency, and ensuring compliance standards are met.
* Work independently with minimal supervision, effectively managing a busy workload and prioritizing tasks to meet deadlines.
General
* Carry out any associated administrative, IT, or other tasks to deliver your responsibilities.
* Agree and deliver on your annual targets and support others to achieve theirs.
* Carry out any required training and development and use your skills and abilities to support the whole team mission.
* Ensure you are aware of and follow all policy and procedures, including financial procedures, authority limits, and safety requirements.
* Demonstrate your understanding of and commitment to our EPIC values, always working for the good of residents, our whole company reputation, and in a way that promotes safety and equity.
Job Type: Part-time
Pay: £24,000.00-£28,000.00 per year
Expected hours: 20 – 22.5 per week
Benefits:
* Additional leave
* Company pension
* Health & wellbeing programme
* Sick pay
* Work from home
Schedule:
* Flexitime
* Monday to Friday
* No weekends
Application question:
* Why would you be a great fit for this role?
Work Location: Hybrid remote in Petersfield
Application deadline: 02/12/2024
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