Job Description

For almost 70 years, Abbeyfield Living Society has been a leading provider of housing and care for older people across England.

Our work is guided by five core values – Care, Compassion, Community, Integrity and Excellence – and we are proud of the difference our teams make every day in the lives of residents, colleagues and local communities.

We are now looking for a dedicated Property Service Administrator to join our team.

Role: Property Services Administrator

Location: Remote

Hours: Permanent 17.5 Hours p/w

Work Pattern: Wednesday 1.30 to 5pm Thursday and friday 9-5pm

Pay: £13,183.49

About the role

Abbeyfield Living Society is a national charity helping to alleviate loneliness and isolation in older people by providing companionship in our supported housing accommodation, retirement apartments and care homes.

This is a brilliant opportunity for someone who would be interested in joining our organisation, to support our Property Services team as an administrator, working remotely from home. If you are looking for a rewarding role working within a friendly team, we would love for you to join us.

Your role will be to provide administrative support in respect of Responsive repairs, and Void works.

Main Responsibilities will include:

• Provide support to multi-site staff, triaging repair and maintenance issues, as well as issuing orders, tracking progress, and chasing contractors to ensure timely solutions are delivered at the required standard of quality and customer satisfaction.
• Provide information and reports on maintenance issues as required.
• Assist with processing invoices submitted by contractors and suppliers to ensure prompt payment in accordance with contract terms. Liaise with the Property Manager, Head of Property and Finance Team as required.
• Ensure that accurate records are kept for audit and regulatory purposes in accordance with Abbeyfield Policy and Procedures.
• Proactively monitor work completion information, escalating as appropriate if target dates become ‘at risk.’
• As required, collate, and provide regular feedback on contractor performance in relation to response times, quality (inc. customer satisfaction) and cost, acting in consultation with the Property Manager, to performance manage any contractors/suppliers that fail to meet the Abbeyfield standards.

About You

Essential Criteria:

• Experience in a similar property maintenance related role, with multi-site customers.
• IT literacy and numeracy skills, specifically with MS Excel and working with databases.
• Ability to effectively manage external contractors and suppliers, together with competent negotiation and influencing skills.
• Excellent customer service skills,
• Contract Administration experience i.e. invoice processing, variation of orders and final accounts etc.
• Knowledge and experience of emergency breakdown or failure/incident management.

Desirable Criteria:

• Knowledge and experience implementing new technology and software applications to improve property management, compliance and service delivery.
• Experience working with a portfolio of care homes and/or sheltered/social housing stock.
• Experience of working with industry specific software applications.
• Knowledge of legislation and regulations relating to the six streams of Health & Safety compliance; gas safety, fire safety, electrical safety, asbestos management, water hygiene (legionella) and lifting equipment, using a risk management approach to secure optimum levels of compliance.
• Experience of home working
• Experience providing a proactive service to a geographically dispersed client-base.

Pay & Benefits

At Abbeyfield, we are committed to rewarding our staff for their hard work. Our many benefits include:

• 25 days paid leave per annum pro rata, plus bank/public holidays.
• Comprehensive induction
• Competitive pay benchmarked annually.
• Learning and career development opportunities
• Medicash – Get help with your medical expenses.
• BenefitHub – Great savings on hundreds on brands
• Life Assurance
• Occupational sick pay
• Company pension
• Discounted gym membership
• Cycle-to-work scheme.
• Blue light Card – Discount for workers in the social care sector