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Property Services Administrator

Posted on Jan 24, 2019 by CLEARLINE RECRUITMENT LTD

Lewes, Sussex United Kingdom
Admin & Secretarial
Immediate Start
£17.7k - £17.7k Annual
Full-Time

Job Title: Property Services Administrator

Location: Lewes

Salary: £17,731 per annum (£9.21 per hour)

Temporary contractuntil the end of May 2019

Our client based in Lewes is looking to recruit a Property Services Administrator.

The Property Services Administrator will provide administrative support to enable the delivery of a high quality repairs and maintenance service.

The post holder acts as admin lead for the Property Services department, receiving repair requests from tenants, staffed services and our out-of-hours service; allocating these to our approved contractors and monitoring progress against agreed completion dates.

Responsibilities

  • To cover the Property Services call desk, acting as the first point of contact for tenants and stakeholders
  • Issuing works orders on a daily basis to the client's approved contractors using Schedule of Rates, making decisions as to the nature and target times for jobs
  • Tracking repairs works orders to ensure works are completed within specified times and to agreed costs. Chasing up overdue orders.
  • Issuing servicing and compliance works orders in accordance with the timescales required in order to ensure all properties remain fully compliant
  • Providing weekly reports to the Property Services Manager and Head of Housing on customer satisfaction rates, post inspections and outstanding repairs works orders.
  • Liaise with contractors with the provision of quotations
  • Seek decisions and advice from Property Services Manager on jobs as required when not able to make independent decisions
  • Resolve any queries raised by residents, contractors or suppliers
  • To monitor servicing dates for gas, appliance, electrical, fire equipment, alarms, lifting equipment etc. To follow up as necessary and issue regular reports
  • To assist with processing contractor's invoices and enter information onto the system
  • To assist with issuing voids works orders and liaising with contractors on the progress of the work, to ensure that all voids are turned around in the most optimum time
  • To work with Housing to jointly maintain the list of clients currently identified as 'Do Not Visit Alone'
  • To help maintain and develop the Jamm/QL database system to improve and streamline administration and reporting processes for the Property Services Team
  • To provide clerical assistance to the Property Services Manager, Property Services Project Manager and Compliance Officer
  • Attend and minute team and contractor meetings and provide minutes in a timely manner
  • Manage the administration of lease and contract documents and ensuring paperwork systems are maintained
  • Manage the administration of the Association's vehicle fleet i.e. MOT's, servicing and LOLER
  • To create planned programme letters and to ensure they are all sent out in readiness for the required work
  • To send out all of the department's daily post
  • To be the principal point of contact for any garden maintenance issues

Requirements

  • Experience in a customer service or customer facing role
  • Experience providing administration support to a team
  • Experience of property services or repairs management (desirable)
  • Professional telephone manner
  • Excellent communication and interpersonal skills
  • Ability to deal with tenants who sometimes present in a challenging manner over the telephone
  • Active listening and able to accurately disseminate information
  • Able to make decisions as to the nature and timescale of repair jobs
  • Ability to manage several tasks at one time
  • Good literacy and numeracy skills
  • Ability to maintain administrative systems
  • IT skills using word processing to intermediate level (e.g. tables, mail merge), email/electronic diary and use of excel and spreadsheets
  • Knowledge of use of databases

For more information please contact Jamie Watson at Clearline Recruitment.

Reference: 629609237