Building Compliance Contracts Support Officer

Job Title: Building Compliance Contracts Support Officer

Overall Purpose of Job

To assist the contracts and planning manager in the contract management as well as facilitating and monitoring the contracts managed by this role and the administration of building compliance related contracted services engaged in delivering a range of planned & compliance cyclical (Gas, Electric, Solid Fuel, Oil, ASHP) and non-compliance related contracts (door entry/tv aeriels) as well as reactive repairs and service repairs including but not limited to Gas, Electric, Solid Fuel, Oil, ASHP.

To liaise with contractor staff, contractor managers along with any in house staff involved in carrying out a range of works in our properties and corporate buildings.

We offer all our employees a great package of benefits too, including:

• Competitive salary which is bench marked against other employers
• Enrolment on our Aviva pension scheme (9.5% employer contribution)
• 30 days holiday (plus extra days off for Bank Holidays/Birthdays)
• Health care scheme
• Flexible/agile working, plus the option to work from home if your role allows
• Enhanced maternity/paternity pay
• Continual professional development including management development.
• A dedicated health and wellbeing programme (access to a variety of support and free benefits)
• Time out of work to carry out volunteer opportunities

There are lots more benefits to working for Ongo

Main Responsibilities

• The effective daily monitoring of planned and cyclical contracts in place.
• The effective liaison with contractors, staff and tenants to ensure the effective delivery of the contracts is in place. Ensuring company policy and procedures are followed.
• The daily monitoring of contractors and sub-contractors carrying out work in our properties/corporate building.
• To ensure that all the relevant documentation is in place for work being carried out by our contractors.

• Ensure all accurate and relevant information and data is entered onto the appropriate system.
• Ensure all reactive repairs quotes are actioned in a timely manner.
• Liaise with tenants when booking appointments for access.
• Liaise with Finance regarding invoices and matching/month end and year end expenditure.
• To record and manage compliance assets accordingly
• To provide support to the Building Compliance Team 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 set up and maintain spreadsheets for Gas, Electric, Solid Fuel, Oil and ASHP.
• Update contractors on changes to servicing programmes New Builds/Sold properties/Fuel Change/Boiler Replacement
• Raise relevant PO for contracts, PO variations and invoice matching, month end and year end and record correct contract expenditure.
• Raising Anti-Social Behaviour cases for no access/appointment failures for Gas Servicing working with the Tenancy Management Team and the Customer Resolution Team.
• Deal with Gas passbacks and assist in the preparation of packs to go to Tenancy Services and Property Director in relation to guaranteed access procedure.
• Any other duties pertaining to the post.
• To monitor and action emails via the Contractor Enquiries email folder.
• Provide input and information for Policy & Procedures as required.
• Ensure documentation is input into internal systems such as TCW, Ql, Docuware.
• Access any portals as required and download relevant information.
• Raise recharges on behalf of the team for missed appointments as directed.
• Assist the Gas & Legionella Compliance Lead with ensuring required information has been provided in the handover packs for new boilers as required.
• Provide required information/documentation to any third-party auditors when requested.

Knowledge, Skill & Experience Required

• VRQ level 2 in Asset and Building Compliance desirable

• Excellent communication skills, both oral and written
• Experience of customer focused service delivery.
• Knowledge of Building Compliance Legislation and Regulations.
• Knowledge of Health & Safety Legislation.
• Excellent IT skills, including Microsoft Word and Excel.
• Experience of assisting with procuring contractors and suppliers and delivering VfM.
• Experience in dealing with contractors, external organisations, and individuals.
• Problem solving and decision-making skills.
• High level of interpersonal skills.
• Ability to lead meetings and present information in a clear manner.
• The ability to work as part of a team.

The post holder will be expected to be aware of safeguarding vulnerable adults and children and report any concerns via Ongo's Safeguarding policies and procedures

CLOSING DATE FOR APPLICATIONS FRIDAY 15 NOVEMBER 2024

INTERVIEWS WEDNESDAY 27 NOVEMBER 2024

EMPLOYMENT COMMENCEMENT MONDAY 6 JANUARY 2025