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ADMINISTRATOR - MAINTENANCE (REF: TCH034)
Location: Bath
ADMINISTRATOR – MAINTENANCE
Reports to Team Leader/Assistant Team Leader (Corporate Residential)
Company Objective
To provide a high quality integrated property management service for residential and corporate properties, setting the standard for the industry and maximising returns for our clients.
Job Summary
To ensure that all properties under management comply with all statutory requirements in accordance with line manager’s directions.
To manage and monitor all planned and reactive maintenance work in compliance with specific procedures and protocols as specified and amended from time to time.
To ensure that levels of customer service are maintained and documented according to agreed procedures and insure all performance targets are met whilst complying with contractual and client requirements.
Job Description
In accordance with the all general procedures and any procedures manual (as amended from time to time):
• Providing a first point of contact for all tenant and client maintenance enquiries
• Managing reported maintenance items according to client mandates and agreed procedures guide to include key tasks in relation to correspondence and information updates to the relevant parties – instructing contractors, agreeing costs and authorising payment.
• As required, obtaining quotations for refurbishment projects, assisting in obtaining client authorities and managing works progress.
• Arranging and overseeing cyclical maintenance programs and associated testing of equipment and
• Liaising with contractors, occupiers and other relevant parties to secure access and ensure timely and responsive attention to maintenance items arising.
• Ordering all annual and ad hoc safety checks including but not limited to Asbestos surveys, regular fire alarms and safety systems and NICEIC and Gas Safety checks through chosen suppliers. Receiving of all completed certificates and accurately inputting these details. Arranging required works if applicable.
• Updating system records on completion of works and authorising payments within agreed mandates and internal procedures.
• Arranging annual inspections and dealing with matters arising.
• Dealing with all insurance claims and related repairs.
• Adopting maintenance issues arising out of hours where initial actions have been taken by chosen suppliers
• Ensuring that company guidelines in respect of contractor accreditation and qualification are adhered to at all times.
• Ensuring that all contractor instructions are in line with agreed management systems procedures and assisting in the correct processing of invoices.
• Providing regular compliance reports to line manager detailing performance in all areas of work.
• Arranging property inspections as required and addressing matters arising.
• Dealing with incoming mail and filing as appropriate.
• Completing ad hoc tasks as requested by line manager from time to time.
Person Specification
Essential requirements:
Qualifications
GCSE in Maths and English (or equivalent)
Experience
Experience of dealing with a range of customers either face to face or by telephone
Experience of dealing with customer complaints
Knowledge and Skills
Good written and verbal communication skills, along with good prioritisation and organisational skills
Good working knowledge of MS Office
Personal Qualities
Ability to build trust and rapport with a variety of internal and external customers
Attention to detail and ability to follow company procedures and guidelines
Ability to plan, manage and be responsible for your own workload
Ability to work constructively as part of a team as well as on your own.
Ability to proactively investigate and solve problems
Motivated to overcome challenges and ability to work under pressure
Adaptability
Desirable requirements
Experience of working in an office environment
Experience of working in a property maintenance role
Knowledge of property/letting industry
Additional Information
Permanent role Full time 37 hours per week - Monday to Friday
Salary: £15,500pa
Closing date for applications: 6th August 2010
Interview date : TBA
If you would like to apply for this role, please download the application form. In order to be considered for the role, your completed application form should arrive by no later than 6th Aug 2010. Please note that we do not accept CVs. If you have any questions about the role or have any technical difficulties with the application process, please contact Clare Smith T. 01225 838506 E. clare.smith@paladingroup.co.uk. Thank you for your interest in Paladin Group
