Property Administration Co - Ordinator (Maternity Cover)

ROLE PROFILE

Job Title: Property Administration Co-ordinator (Maternity Cover)

Based: The Stables, 1A Merchants Place, Reading RG1 1DT

Hours: Part Time 20 hours per week (4 hrs a day over 5 days)

Contract: Fixed Term Contract Maternity Cover

Reporting to: Maintenance & Compliance Manager

Remuneration: £25,878 FTE pa pro rata

Job Purpose: To provide an effective, proactive and efficient administration service to the Housing Team. To be responsible for all data and compliance records across Launchpad Reading properties.

Key Responsibilities

Use effective data gathering, collation and coordination techniques to provide reports to the Maintenance & Compliance Manager and Tenancy & Lettings Manager.

Property Database

• To ensure all legal documentation is recorded and all compliance records are monitored to ensure that Launchpad Reading meet all legal and regulatory standards and correct certification / licencing is received.

Property Maintenance

• Log and allocate repair works from start to finish, ensuring maintenance data is tracked and associated invoices are coded appropriately
• Provide information for tenants, staff and management on the progress of repairs
• Track the expenditure on property repairs, maintenance and fittings in line with the budget obtaining the necessary authorisations where required
• Assist with the production of reports and statistical information required to monitor maintenance performance
• Assist with leasehold property management in line with service level agreements and KPIs
• Co-ordinate building related services to the offices of Ajilon House and The Stables
• Assist with co-ordinating the refurbishment plans of new and current properties
• Collate details of meter readings from the maintenance and forward monthly to the Finance Manager
• To occasionally attend site meetings and support the Maintenance & Compliance Manager

Health & Safety

• Arrange all annual gas certifications, fire safety testing, NICEIC, EPCs when they become due for all properties
• Maintain accurate records of all Health & Safety risk assessments, reviews, implementation plans and actions
• Organise and monitor regular equipment checks and PAT Testing at Launchpad properties and offices
• Record all Health & Safety risk assessments and create actions on Inform following any Health & Safety inspection such as Fire Risk Assessments
• Create reports in relation to Housing KPIs highlighting compliance performance
• Maintain and review all due diligence in relation to approved contractors/providers list
• Assist & Attend H&S visits with the Maintenance & Compliance Manager

Voids & Lettings

• Monitor void works in accordance with the Launchpad policies and procedures in agreed timescales and assist with co-ordination of maintenance staff
• Co-ordinate the release of void properties back to the tenancy team in a timely manner, updating the database accordingly
• Assist with the preparation of Tenancy packs, court packs and applications as necessary

Administration

• Ensure expenditure on property repairs, maintenance and fittings is in line with the budget, and liaise with Finance as required
• Completion of expenditures forms for caretakers, submit to Head of Property and Finance in timely manner
• Ensure vehicle documents, eg MOT and Tax, are up-to-date as well as parking permits
• Monitor the generic Housing inbox and co-ordinate and assist with complaints in accordance with the policy
• Manage the keys policy & procedure
• Order relevant items as directed by the Manager

Other

• Attend and participate in meetings as required
• Contribute as an individual and a member of a staff team towards the development of Launchpad Reading in terms of provision and policies
• Attend all core training as identified by Launchpad Reading and attend any further training required for the role
• Carry out any other reasonable duties as delegated by the Head of Property, Maintenance & Compliance Manager, Tenancy & Lettings Manager
• Operate within the framework of procedures and policies of Launchpad Reading
• Able and interested in learning and developing new skills, including new IT packages
• Operate within Launchpads Values of Respect, Empower, Integrity and Influence
• Work flexible hours according to the need of the contract and customers, if required
• Any other duties commensurate with the role

PERSON SPECIFICATION

Knowledge, Skills and Behaviours

• Knowledge of the housing sector and/or charity sector
• Knowledge of maintenance and Health & Safety compliance
• Strong IT skills including Word, Excel, Outlook
• Strong numeracy skills
• Ability to prioritise and work to deadlines
• Excellent Administration Skills
• Ability to interpret data and produce reports
• Strong verbal and written communication, including reports
• Ability to work with a cross section of Readings community
• Committed to the principle of equal opportunities and demonstrate its implementation in carrying out day to day duties

Experience

• Experience of co-ordinating housing maintenance and compliance data
• Experience of working with contractors and effectively managing relationships
• Experience of administration, co-ordination and working to deadlines