Administrator (Facilities / Property management)
- Recruiter
- Paul Mitchell Associates
- Location
- Leicestershire, England, Leicester
- Salary
- £18000 - £20000 per annum
- Posted
- 03 Jan 2017
- Closes
- 18 Jan 2017
- Ref
- 9545a
- Contact
- Leicestershire Jobs
- Sectors
- Facilities Management, Management
- Contract Type
- Permanent
- Hours
- Full Time
Our client, based in Leicester, is currently recruiting for an Administrator (Facilities / Property management) on a permanent basis.
Job Purpose
To oversee the delivery of repairs & maintenance services to leasehold blocks and to enforce the lease conditions as required
Main Duties & Responsibilities
Reception
* To deal with enquiries from visitors to the office
* To deal with telephone enquiries
* To respond to, and/or forward email and faxed enquiries within company guidelines
Record Keeping
* Ensure repairs and maintenance works order and computerised records are maintained
* To monitor works orders to ensure works are carried out within agreed timescales
* To liaise with contractors regarding repairs and maintenance issues
* To ensure keys and fobs are held to access all communal areas of each development
* Ensure an accurate log of keys issued to contractors is maintained
* Ensure a sufficient database of contractors is maintained to cover all disciplines
Customer Services
* Ensure leaseholder and freeholder enquiries and complaints are logged appropriately
* Provide information to residents routinely as required
* Ensure responses to enquiries and complaints are carried out within the approved timescales
* Ensure the leasehold maintenance database is updated and maintained accurately
* Approve contractor invoices prior to payment
* Ensure notices are displayed at each development and are updated as required
Inspections
* Carry out routine block inspections
* Inspect and coordinate maintenance and repair works
* Identify breaches of lease conditions and enforce
Planned Maintenance
* Coordinate quotes as appropriate for planned maintenance and maintenance initiatives
* Report to freeholders and leaseholders and gain the required approvals before works commence
* Ensure all residents are kept fully informed of planned maintenance
* Ensure all works are carried out within agreed timescales
* Responsive Repairs and Maintenance
* Log and arrange repair works with appropriate contractor
* Identify initiatives to resolve repair and maintenance issues
* Arrange quotations where necessary
* Ensure repairs are carried out to acceptable standards
* Keep residents informed of repair and maintenance issues, progress and outcomes
* Regularly monitor and chase the progress of works to ensure they are carried out within agreed timescales
General
* To contribute wholeheartedly to the team goals and undertake any tasks specified by Management commensurate with the post
* To provide reports to the Director and Leasehold Services Manager as required
Essential Qualities
* At least 5 years' experience of working in an office environment to include client liaison experience coupled with an excellent telephone manner
* Excellent organisational and administrative skills, with the ability to multi-task and work on one's own initiative
* Good computing skills and ability to utilise systems
* Good literacy and numeracy skills with minimum GCSE Math's and English (or equivalent) to Grade C
* Excellent customer service & communication skills
* At least 2 years' experience of working in a property maintenance environment
* An ability to work as part of, and for the benefit of, a team
* Full Clean Driving Licence and use of a car
Desirable Qualities
* An understanding of services delivered to Leasehold developments
* A relevant building qualification
* Detailed experience of working in a property management/maintenance environment
Job Purpose
To oversee the delivery of repairs & maintenance services to leasehold blocks and to enforce the lease conditions as required
Main Duties & Responsibilities
Reception
* To deal with enquiries from visitors to the office
* To deal with telephone enquiries
* To respond to, and/or forward email and faxed enquiries within company guidelines
Record Keeping
* Ensure repairs and maintenance works order and computerised records are maintained
* To monitor works orders to ensure works are carried out within agreed timescales
* To liaise with contractors regarding repairs and maintenance issues
* To ensure keys and fobs are held to access all communal areas of each development
* Ensure an accurate log of keys issued to contractors is maintained
* Ensure a sufficient database of contractors is maintained to cover all disciplines
Customer Services
* Ensure leaseholder and freeholder enquiries and complaints are logged appropriately
* Provide information to residents routinely as required
* Ensure responses to enquiries and complaints are carried out within the approved timescales
* Ensure the leasehold maintenance database is updated and maintained accurately
* Approve contractor invoices prior to payment
* Ensure notices are displayed at each development and are updated as required
Inspections
* Carry out routine block inspections
* Inspect and coordinate maintenance and repair works
* Identify breaches of lease conditions and enforce
Planned Maintenance
* Coordinate quotes as appropriate for planned maintenance and maintenance initiatives
* Report to freeholders and leaseholders and gain the required approvals before works commence
* Ensure all residents are kept fully informed of planned maintenance
* Ensure all works are carried out within agreed timescales
* Responsive Repairs and Maintenance
* Log and arrange repair works with appropriate contractor
* Identify initiatives to resolve repair and maintenance issues
* Arrange quotations where necessary
* Ensure repairs are carried out to acceptable standards
* Keep residents informed of repair and maintenance issues, progress and outcomes
* Regularly monitor and chase the progress of works to ensure they are carried out within agreed timescales
General
* To contribute wholeheartedly to the team goals and undertake any tasks specified by Management commensurate with the post
* To provide reports to the Director and Leasehold Services Manager as required
Essential Qualities
* At least 5 years' experience of working in an office environment to include client liaison experience coupled with an excellent telephone manner
* Excellent organisational and administrative skills, with the ability to multi-task and work on one's own initiative
* Good computing skills and ability to utilise systems
* Good literacy and numeracy skills with minimum GCSE Math's and English (or equivalent) to Grade C
* Excellent customer service & communication skills
* At least 2 years' experience of working in a property maintenance environment
* An ability to work as part of, and for the benefit of, a team
* Full Clean Driving Licence and use of a car
Desirable Qualities
* An understanding of services delivered to Leasehold developments
* A relevant building qualification
* Detailed experience of working in a property management/maintenance environment