Administrator Coordinator

Job Title: Administrator

Location: Chesterfield

Salary: £22,000 per annum (increases every 6 months for 12 months)

Hours: 37 hours per week (Monday – Friday)

My client offers property management services including rental payments, maintenance on properties (proactive and reactive) with a large property portfolio covering the whole of Derbyshire, my client is able to offer genuine career progression and salary increase opportunities. You will be able to take part in further training and qualifications as required which are relevant to the job role to aid your career development.

Key Accountabilities:

• To provide a high-quality support function to the Voids team. Services include providing an effective point of contact for customers and external contractors, maintaining all records, production of documents and assisting in the production of performance information, processing of invoices, processing internal and external mail, dealing with enquiries, service requests, and complaints relating to all aspects of service delivery within the team and Division.
• To carry out analysis of void process performance data, outlined following excel spread sheet manipulation, and to challenge any identified shortfalls with the stake holders in question.
• To fully support and deputise for the voids co-ordinator in their absence.

Main Duties and Responsibilities:

Voids Co-ordinator Support (Administrator)

• Undertake general support duties within the Voids Team - maintenance of records, processing of invoices, statistical returns, management information, maintaining databases and, where appropriate diary management.
• Using an advanced knowledge of data analysis and manipulation, primarily through the use of excel, identify and challenge areas of poor performance during the voids process. Where necessary, report serious concerns to line management.
• Prepare basic written correspondence as required, such as agendas, minutes, memos, letters and reports within timescales, booking of meetings as specified by the Voids Manager.
• Maintain and update both basic manual and computerised office systems and/or databases in accordance with departmental and Company procedures and check basic information/figures against source data/records and report any anomalies; undertake collation of data and input to reporting organisations.
• Record keeping, filing and data entry to ensure accurate records are maintained, filing and retrieving documents within established paper and electronic systems.
• Responsibility and placing of orders for goods and services working in accordance with Company procedures and financial regulations with an awareness of and reporting of the cost implications of actions within delegated authority.

Customer Services:

• To answer, action and resolve telephone and face to face enquiries, acting as an advocate for customers following up matters that cannot be dealt with immediately.
• To assist tenants and other service users in the completion and checking of service request and enquiry forms.
• To ensure office and other facilities used by the service are maintained to a high standard.
• To ensure all invoices are processed for payment and accurate records are maintained accounted for in accordance with the financial regulations and internal procedures.
• To make sure all information relating to users of the service is used within the terms of the Data Protection Act and that confidentiality is maintained and guidelines for the release of information are followed.
• To keep up to date with Company policies and activities and to be fully conversant with the forms, leaflets and services available to the public.
• To make outgoing calls to facilitate the collection of information on tenants and service users in relation to their satisfaction with the services provided by the teams working within the Homes Improvement team and Company.