Job Title: Maintenance Services Administration Assistant

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

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 in 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.

CLOSING DATE FOR APPLICATIONS 8 NOVEMBER 2024

Maintenance Services Administration Assistant

Maintenance Manager