Repairs and Asset Management Officer | Full Time | Based in London, NW11
Reporting to: Head of Repairs & Asset Management
We are looking for a friendly, efficient and approachable Repairs & Asset Management Officer with a can-do attitude, the ability to work under pressure and work both autonomously and as part of our wider team. This role is office based in NW11, providing support to the Property Team and reporting to the Head of Repairs and Asset Management (Head of R&AM) in delivering repairs, maintenance, compliance and asset management services across the Association's properties.
Objectives of Role:
Reporting to the Head of R&AM, the role is designed to strengthen and continuously improve the focus on team efficiency and customer service across the organisation, providing a designated resource in order to deliver necessary administration.
To monitor communications, coordinate repairs and maintenance activities, maintain accurate asset and compliance records, obtain quotations, raise purchase orders and support the delivery of planned maintenance programmes.
To be the first point of contact for tenants, staff, contractors, consultants and colleagues regarding repairs, maintenance and asset management enquiries.
To support the Head of R&AM by providing a comprehensive, qualitative, effective and planned Maintenance Service.
To accurately process service requests in line with policy and to provide advice and information to customers ensuring that all service requests are processed to jLiving's performance and standards, policy and procedural guidelines including statutory, complying with the Data Protection Act and the Freedom of Information Act.
To provide administrative and operational support to the Head of R&AM, Repairs Manager and Director of Property to ensure services are delivered efficiently, regulatory obligations are met, and residents receive a high-quality customer-focused service. You will act as a central contact for tenants, contractors, Housing managers, Maintenance Technicians, Compliance team and colleagues across the Association.
You will work pro-actively with team members to improve customer service delivery.
Main Duties:
Management of communication.
Referring complaints, safeguarding concerns, complex disrepair matters, persistent delays in urgent health and safety concerns promptly to the appropriate manager.
Working with stakeholders.
Coordinating and instructing maintenance works our in-house maintenance technicians and external contractors using our IT systems and liaising with tenants.
Recalling contractors if their work is unsatisfactory, in a professional manner.
Providing administrative support to the Repairs team and working with the wider team when necessary.
Monitoring the approved contractor list/register.
Raising works orders on our database.
Monitoring and managing overdue maintenance jobs.
Ensuring purchase orders are raised in a timely manner.
Checking the required contractor documentation is available and flag missing, expired or incomplete records to the Head of R&AM.
Assist in the preparation, despatch and collation of quotation and tender documents.
Ensuring that robust monitoring, reporting, and forecasting systems are in place.
Ensuring electronic filing system in the Property area of SharePoint is up to date.
Maintaining communication with tenants to keep them informed of repairs appointments, outages, lift breakdowns, boiler breakdowns and such.
Undertaking financial administration such as procuring job costs, quotes, ensuring payments are made in a timely manner, processing receipts from maintenance technicians, contributing to the budget plan and compiling budget/KPI reports monthly.
Asset management support, including but not limited to maintaining property asset information, updating stock condition.
To work in a confidential manner while being friendly and approachable.
To undertake any other duties as required by any member of the Senior Management Team or CEO.
Health & Safety:
To be aware of and comply with safe working practices as laid down under Health and Safety Legislation, company policy and procedures.
To report any noted defects within the Association’s properties to line manager.
To encourage safe working practices.
Carrying out checks at the end of each day to ensure that Operatives have completed all scheduled work & safely left their last job.
Assist as necessary in the upkeep of Health and Safety records and inspections.
Salary:
£35,000 per annum
Benefits:
Generous Annual Leave allowance and Bank Holidays.
In addition, you will be entitled to leave for the major Jewish Festivals (please note that the Jewish festivals change annually).
During winter months, 2pm finishes on Fridays.
Death in Service Cover
