Maintenance Services Administrative Assistant

Job Title: Maintenance Services Administrative Assistant
Salary: £21,458

Overall Purpose of Job

To provide assistance and administrative support to the section and maintain accurate records relative to the functions of the section.

Main Responsibilities

• To provide support and assistance to the section in the carrying out of its responsibilities.
• To deal with enquiries from external companies other departments and colleagues etc. And give advice and guidance where possible.
• To provide and request information from internal and external agencies to ensure that smooth communication flows to all stakeholders.
• To set up spreadsheets for the service and work to maintain accurate records including recording of certificates etc within generic computer systems.
• To raise all recharges for repairs and empty homes.
• To deal with general correspondence by e-mail, letter and word of mouth.
• To be responsible for raising pop orders for maintenance an ensuring they are followed up and processed within timescales.
• To be responsible for all housing in QL ( closing jobs down, changing the status and financial completion of all works)
• Make sure that all invoice matching is completed for payment.
• Raise work in QL as and when required to help works planners with work loads.
• Any other duties pertaining to the post.
• Record Stages of empty homes process, manage key movements and notify utilities for the completion of works within empty homes.
• Communicating with contractors especially with regard to utilities for certificates to allow properties to be let within out performance targets and let properties in a timely manner so we can provided VFM Creativity & Innovation

• Creation of spreadsheets and other electronic methods of compiling important data.
• Creation of standard letters and forms.
• Use of initiative to interpret statistical information and returns.
• To work in partnership with contractors and customers to ensure the service is
• Responsive in following the ethos of best practice.
• Regular use of the many IT systems within maintenance to assist with their day to day duties.
• Assist with the development of processes and procedures to enable an efficient and improved service.

Knowledge, Skill & Experience Required

• To be able to demonstrate a high standard of computer literacy and have the ability to use all Microsoft Office packages.
• The ability to use all the work scheduling systems being used un Maintenance Services.
• Ability to deal with members of the pubic sensitively, confidentially and in a polite and respectful manner
• Excellent communication skills, both oral and written
• Ability to work within a team or as an individual.
• Experience of working within a busy office and dealing with works of a technical nature
• Ability to prioritise work to meet deadlines
• Flexible and use of initiative
• The ability to work under pressure and to tight deadlines.
• The ability to work as part of a team.
• Ability to work to Ongo’s policies and procedures
• Awareness of Health and Safety, particularly in relation to certifications related to property compliance.
• Experience of working within an office environment
• Ability to represent Ongo and the team in a positive and effective manner at all times.
• To have a customer focused approach to work.
• Flexible and cooperative approach that ensures high levels of service delivery to customers and other teams.