Maintenance & Servicing Administrator

  • £18000.00 - £21000.00 per annum
  • Ashford, Kent
  • Hays Specialist Recruitment Ltd

Maintenance & Servicing Administrator, Part time, 17.5 hours a week

Maintenance & Servicing Administrator

Part time

17.5 hours a week

Ashford & Maidstone office

Purpose of role: To deliver a quality, customer focussed, comprehensive and co-ordinated service acting as first point of contact for colleagues, residents and contractors for the servicing and maintenance of assets on contract

Role expectations and responsibilities

* Lift Inspection Certificates & Servicing Records to be uploaded onto Keystone as required

* Update Zurich Portal

* Raising POs and authorising payments

* Monitor the mechanical inbox and provide a response within 24 hours

* Raise orders to contractors for non contract costs (remedial works)

* Assist in managing mechanical mailbox, as this will be first point of contact for contractors and group

* Book rooms to facilitate bi-monthly meetings with contractors and take minutes at meetings, circulate agendas and ensure actions

* from meetings are followed up

* Abstract asbestos info from register and send across to contractor alongside any orders raised

* Answering calls from CSC and providing advice/answers to any mechanical related query

* Liaise with Service Charge Team regarding Section 20 for all jobs that go over £250 per property

* Safeguarding: I follow all steps outlined in individual and environmental risk assessments as appropriate and follow the Local Authority Adult and Children Safeguarding procedure in conjunction with HA policies and procedures.

* I work in conjunction with the Risk Management framework, encompassing Health and Safety, Data Protection and demonstrate effective controls and compliance with all statutory, regulatory and policy requirements relating to the management of the business.

Scope of the role

* Financial limits in accordance with delegated authority and in line with compensation framework

* Decision making in line with post

* To assist maintenance & servicing officers and manager with queries that relate to a service contract (elec, fire, water, warden, mechanical)

* To assist with enquiries on a service contract that the M & S team manage, ensuring cover for colleagues in their absence

* To attend and minute bi-monthly meetings with service contractors

* To respond to all enquiries in the mechanical inbox


* Proven knowledge of IT using MS Office Suite, in particular Excel

* Excellent administrative experience.

Customer Service:

* Experience of working in a customer focused environment with a strong commitment for customer care

* Confidence to communicate with Senior Managers and Professionals; to convey information clearly and concisely in a pragmatic and assertive manner

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