Purpose of the Role
The Property Maintenance Compliance Administrator will provide vital administrative support to ensure all properties meet legal and safety compliance requirements. This includes accurate record keeping, scheduling inspections, tracking certifications, liaising with contractors, and ensuring all compliance-related Key Performance Indicators (KPIs) are achieved.
Key Responsibilities & KPIs
1. Compliance Administration
* Maintain accurate and up-to-date records for all property compliance certificates (Gas, Electrical, Fire Safety, Asbestos, Legionella, etc.).
* KPI: 100% compliance certification accuracy at all times.
* Schedule and confirm all compliance checks before expiry dates.
* KPI: 100% of compliance jobs booked before due dates.
* File and archive compliance documents in accordance with GDPR and company policy.
2. Maintenance & Work Order Support
* Log maintenance and compliance-related work orders in the housing management system.
* KPI: 100% of work orders logged within 1 working day of receipt.
* Liaise with contractors to ensure timely completion of works.
* KPI: At least 95% of compliance jobs completed within agreed timescales.
3. Contractor Invoice Processing
* Process and match contractor invoices with completed works.
* KPI: All invoices processed within 5 working days of receipt.
4. Data Management & Reporting
* Produce weekly and monthly compliance performance reports.
* KPI: Less than 2% error rate in compliance records during audits.
* Flag overdue compliance tasks immediately to the Head of Maintenance.
5. Tenant & Contractor Communication
* Provide tenants with compliance-related updates and appointment reminders.
* KPI: Tenant updates provided within 2 working days of any status change.
* Escalate missed appointments or delays promptly.
Person Specification
Essential
* Strong administrative experience, ideally within housing, property, or compliance.
* Excellent organisational and record-keeping skills.
* Proficiency in Microsoft Office (Excel, Word, Outlook) and housing management systems.
* Excellent written and verbal communication skills.
* Ability to work to tight deadlines while maintaining accuracy.
Desirable
* Knowledge of property compliance regulations.
* Contractor management or procurement experience.
* Understanding of GDPR and data protection