Repairs & Property Maintenance Co-Ordinator

To be innovative and responsive in supporting the Repair team to deliver high quality services to tenants.

The post holder will strive to make a positive difference, improving the administrative support functions and to work as part of a team, supporting colleagues and contributing flexibly to assist with fluctuating workloads and delivery to deadlines.

Repairs Administration

· Taking repairs calls/emails from tenants and support staff and processing them

· Raise work and inspection orders

· Liaise with contractors and technical officers

· Liaising with tenants and support providers to arrange suitable access for the relevant engineers or contractors to attend.

· Allocate jobs to sub-contractors with a target completion date

· Scheduling planned maintenance and responsive repair service visits

· Recording, monitoring, and arranging property repairs and maintenance

· Negotiating and booking external suppliers and specialists

· Gathering costs, recording costs and requesting the raising of invoices for rechargeable repairs, adaptations and completing monthly recharge reports to submit to accounts.

· Supporting the collation of the out of hours repairs rota, monitoring and recording out of hours calls and ensuring the on call rota is correctly allocated to the representative on call.

· Assist in ensuring data collection and data analysis of all maintenance and report to the Repairs Manager.

Property Maintenance Administration

· To support and assist the arrangement and recording of all health and safety maintenance for the associations property portfolio, to include fire safety, water, gas safe, electrical and lift & lifting equipment.

· To support with liaising with tenants, support providers, advocates and contractors to agree suitable access arrangements, ensuring compliance targets are met for programmed maintenance works.

· To support with monitoring and recording any access arrangements that fail to allow health and safety works to be completed.

· To support the team to maintain accurate customer records relating to maintenance, on relevant in house databases.

· Respond to customer telephone and email enquiries, quickly, efficiently and professionally.

General

· To minute take at relevant meetings

· To maintain and identify improvements of the filing systems in place, both electronic and manual.

· To ensure monitoring spreadsheets are updated regularly so that accurate and up to date information is available at all times

· To maintain necessary diaries, works schedule and electronic mail facilities;

· To ensure that record keeping, monitoring and administrative systems are kept up to date and accurate in accordance with procedures

· Responsibility for comprehensive administration functions including filing, photocopying, scanning and collating information

· To be aware of and comply with Highstones current policies, procedure and guidelines

· To contribute to the development of policy, procedures and best practice.

· To work closely and supportively with other team members and liaise effectively with other departments to ensure a coordinated and responsive service is provided.

· Committed to providing a healthy and safe working environment and expects all employees to observe and promote H&S related policies in all areas of their work, including attending training as appropriate.

· Maintain an awareness and observation of Fire and Health & Safety Regulations and good practice requirements throughout the company.

· To attend relevant meetings

· To carry out other duties, reasonably requested, which may be appropriate to the role.

· Experience of working in Repairs & Maintenance, or similar i.e help desk environment

· Strong IT knowledge including Microsoft Word & Excel (including knowledge of Pivot Tables)

· Ability to communicate at all levels of a business and departments

· Strong team player with an organised and flexible approach

· Strong attention to detail and analytical skills

· Ability to work towards tight deadlines with strong customer service and administration skills

· Strong communicator, both verbally and written

· Able to balance several different tasks and as such should be able to manage time and priorities

· Has strong problem solving skills and is able to work under pressure

· Displays a 'can do' attitude and has a flexible approach in a dynamic environment

· Enjoys dealing with people, creating and maintaining relationships and has a confident and pleasant telephone manner

· You must be able to manage your own time well and possess excellent communication skills. We are looking for someone reliable and punctual, with a pro-active and positive attitude.

The role will be predominantly office based, however you must hold a full driving licence, have access to a vehicle and be willing to travel to various sites around Yorkshire in order to carry out aspects of work from time to time.,

• repairs or maintenance: 2 years (preferred)


• Customer service: 2 years (preferred)


• Housing: 2 years (preferred)