Facilities and Compliance Administrator

Our team have a wealth of expertise and experience in delivering Housing Management Services and maintaining homes for people with additional needs - ensuring a personalised and bespoke approach to each tenant based on their needs, preferences and abilities., The main objectives of the Facilities and Compliance Administrator role are;

1) To provide office administration support to the team by welcoming guests, typing, filing, photocopying, answering the telephone, message taking, arranging appointments, and bringing to the attention of colleagues any work-related omissions or deficits.

2) To maintain professional working partnerships with customers, partners, suppliers and contractors alike.

3) To work with the Operational Team to collect all Compliance records for new schemes at the point of Handover. Where documentation and evidence is not provided, to escalate to the Operational Lead.

4) To oversee all property related compliances in line with Lease liabilities and contracts with third parties. To include the monitoring of Decent Home Standards Reports, Fire Risk Assessments, Fire Detection Testing, Legionella Risk assessments and monitoring, Gas Safety checks, PAT, Specialist equipment. Asbestos surveys and Management Plans and Damp Surveys.

5) To ensure that all properties are compliant in line with the relevant regulations and health and safety laws, by keeping accurate and up to date records of all items of compliances for each property.

6) To identify contactors for areas of operation and coordinating compliance checks, raising purchase orders and arranging access with tenants and their support staff for compliance assessments and all associated works to take place.

7) To notify immediately the Operational Team where access is problematic or not provided and support is needed in ensuring compliance checks and associated works are completed within the required timescales.

8) Monitoring and updating the Compliance Database weekly to ensure all properties are complaint at all times. Recording all required certification in the appropriate location e.g. SharePoint, FixFlo and PC Homes systems.

9) To support the team with the daily management of the FixFlo repairs and maintenance system for our 3rd party contracts. Being the first point of contact for tenants, contractors, handyman services, developers, suppliers etc allocating jobs to contractors, seeking additional information from tenants/support staff where necessary.

10) Ensuring value for money by seeking quotations in line with policies and procedures. Raising Purchase Orders once quotes have been approved and supporting Finance in resolving queries relating to the PO's and Invoices from contractors.

11) To assist the Operations Team in providing Intensive Housing Management and Support Services to Tenants of Centaur Housing Association and of our Housing Partners by being the first point of contact.

12) To maintain and evolve professional working partnerships with customers, partners, suppliers and contractors alike. To arrange for repairs and maintenance to be completed in line with the business target times, identifying contactors for areas of operation.

13) To provide administration support to the Team when needed. To act as the first point of contact for tenants, landlords and other partners in the delivery of lease management, tenancy management, housing & property maintenance, health and safety. to ensure all properties are compliant with relevant statutory requirements.

14) To assist in the invoicing process for repairs and maintenance - advising contractors on costs, details to be included.

Duties to include

1) Throughout all housing processes to recognise the individuality of the tenant or tenants and be willing to modify processes where these can be reasonably achieved to attain the best possible outcome for the household.

2) To assist in the arranging appointments for the Housing Manager to complete the 'Decent Homes Surveys' and record and monitor property inspections carried out by the housing management team.

3) To assist in ensuring that all properties are maintained to a high-quality standard at all times and that Decent Homes Surveys are completed to achieve this in line with Policies and Procedures.

4) To ensure that only approved contractors are used on any works, developing the approved contractors list accordingly.

5) To process any repairs and maintenance, sourcing contractors and procuring services when required to meet Compliance standards.

6) To assist the housing management team to establish and manage a system of regular maintenance upkeep activities according to the allocated budget e.g. gardening, window cleaning etc.

7) To assist in investigating all accidents and determine whether any modifications to Company practices are required, and implement such practices.

8) To provide administrative support to the housing management team when arranging, and completing any follow up works from checks of void properties, ensuring any repairs are reported to the contractor.

9) To safeguard vulnerable individuals in the delivery of services and report any concerns in accordance with local protocols.

Administration Duties

1) To ensure accurate and safe filing of information required by the Company processes.

2) To ensure that all operational files, FixFlo, SharePoint, PC Homes (Contact Management Systems) are well maintained in a confidential and secure manner at all times.

3) To assist in placing orders for stationery and office items.

4) To assist in the management of complaints ensuring that all complaints are acknowledged in writing and resolved fairly and efficiently.

5) To administer communication with both internal and external parties for correspondence such as, permission for works, compliance appointments, repairs and maintenance, access for appointments/surveys, handover of new schemes etc.

6) To work on projects with all departments from time to time to provide administrative support.

Centaur Housing Association is looking to recruit a motivated and experienced facilities/housing professional to join our team., A. A high standard of IT and Administration skills with experience of using a variety of systems e.g. Contact Management Systems, Word, Excel, Outlook etc

B. GCSE's in Maths and English or equivalent

C. Be organised and able to prioritise and plan with great attention to detail

D. Have excellent communication skills

E. Have the ability to work as part of a team

F. Have the ability to work on own initiative

G. Have the ability to work to deadlines,

• GCSE or equivalent (required), Facilities management: 2 years (preferred)
  
  Centaur Housing Association provides tailored Specialist Enhanced Housing Management Services to our own direct Tenants and on behalf of Landlords and Registered Providers.


We provide great quality Services for individuals whose lives are affected by disability, including Learning Disability, Physical Disability, Autism, Mental health and Complex needs.