Property Administrator

Shaw healthcare are currently recruiting for an Administrator to join our property department based in our head office in St Mellons, Cardiff.
Hours – 37.5 Hours per week – Monday-Friday (Hybrid working once induction has been completed)
Salary - £24,050.95
Benefits
28 days annual leave including bank holidays
Employee Ownership Trust
Onsite parking
Enrolment to NEST pension
Retail/Leisure/Holiday and travel discounts
To assist in the provision of an effective secretarial, management and maintenance service to the Shaw Organisation, i.e. Shaw healthcare (Group) Ltd - Approximately 65 care homes and care related facilities including supported living properties and general needs housing portfolio of 288 houses
Placing orders for maintenance, repair and building contracts including processing of associated invoices and maintaining a contractor database.
Reactive Maintenance – To receive and process repair requests from are homes and housing tenants, instructing and placing orders to contractors or arranging surveyor's visits as appropriate. Obtaining quotes for works and equipment purchases.
Direct Labour – Monitoring of Direct Labour works orders and material purchases
Provision of secretarial support to Building Surveyors and the department generally, including compiling contract documentation, typing reports and analysing spend
Management approved contractors list
Processing of maintenance works and purchasing invoices.
Daily use of Microsoft Office package including, word, excel as well as bespoke Maintenance and Finance software.
Assist in the management of the “Life Cycle” process in respect of obtaining approvals, placing orders and maintaining records.
Purchasing – Receiving requisitions, sourcing and selection of products, agreeing prices, placing orders and processing associated invoices. Identification of new suppliers and the setting up of accounts.
Tenants – Receiving and resolving tenant queries. Liaison with Housing Officer on tenancy issues.
Record keeping – Reviewing, maintaining and up-dating compliance spread sheets including the Gas and Electrical service database.
Liaison and administration in respect of care home maintenance enquiries.
Occasional provision of cover to office reception
Liaising with Local authorities and utility providers in respect of new tenancies.
Assist in the delivery and retention the various ISO accreditations.
Participate in the management of the head office through miscellaneous tasks as required.
Co-ordinate the re-sales process in respect of Extra Care flats including liaising with Solicitors, Finance Department, Buyers and Sellers.
Assist in the management of the waste collection process in respect of the care homes.
Provide support and administrative support to other departments as required.
Answering, screening and forwarding incoming calls.
Any other duties as required by the Director of Property Management.
Relationships
At all times to provide excellent customer service over the telephone or in person to both internal and external clients and to work to the highest standards.
To develop and maintain close and effective working relationships with colleagues across the organisation.
Essential Criteria
Experience in organising and managing administrative tasks in an office environment
A good level education with strong numeracy and literacy skills
Competence in using Microsoft Word, Excel, PowerPoint and Outlook
The ability to effectively prioritise and manage a busy workload
Experience in working in a telephone help desk environment