Property Repairs administrator

28000.00 - 30000.00 GBP Annual
08 Nov 2019
06 Dec 2019
Contract Type
Full Time
Job Purpose:

To co-ordinate the provision of an effective repairs service to the properties of responsibilities, including monitoring of expenditure and distribution of work to contractors.

To co-ordinate the Planned Preventative Maintenance (PPM) .

To support the services provided by the Property Services Department in its day to day operations, including the use of its databases and automated systems.

Detailed Duties:

Repairs Service and Communication
To respond to requests for repairs to properties, usually via email and phone.
Managing the communication with the property occupiers, about their repairs and maintenance, being the first point of contact, and responding in a timely manner.
Liaising with the occupiers to arrange appointments and access where appropriate.
Keeping the occupiers and colleagues informed of progress and communicating any changes or delays to plans.

2. Repairs Assessment
To assess the urgency of repairs and the responsibility for completing the repairs.
Minor Repairs - ensure prompt resolution by the use of contractors or internal resources.
Significant Repairs

Consult with the designated Surveyor to assess whether the repairs require a level of technical investigation
After agreement of responsibilities, ensure prompt resolution through monitoring of progress with the designated surveyor.

Contractor Instructions

Issue Contractor Instructions (CIs) to the contractor selected either by the designated surveyor or by the Controller for the required works, ensuring compliance with levels of authority.

Repairs Recording, Monitoring and Reporting
To record and monitor the progress of all repairs by:
Logging of all repairs requests, using the automated systems as appropriate
Monitoring response and resolution against agreed timescales
Weekly reporting on CI commitments, and repairs that have not yet had CI's allocated to them


Gathering feedback from the surveyors about contractors
Overseeing the automatic processes for gathering feedback from the occupiers about their satisfaction with the outcomes, following completion of repairs.

Pro-actively seeking feedback as repairs take place.

Finance and Invoicing

Ensuring that invoices and CIs are matched, checking the reports/certificates of completion are provided by the contractors, consulting with colleagues as necessary.
Recording and reporting on variations/exceptions from the original CI
Checking feedback forms and taking any remedial action identified.

Administration of service level agreements in the following areas:
Gas and Heating Servicing
Electrical Inspections
Security Systems
Tree maintenance
Gutter Clearance
Other contracts to be determined
Administer a schedule of annual maintenance checks and inspections, facilitating the visits with occupiers where required.
Follow up of issues raised on reports back from these visits
Maintenance of up to date information on the property database to monitor progress against the schedules