Estates Compliance Co-ordinator

7 months ago

Colwyn Bay, United Kingdom Adferiad Recovery Full time

**Hours**: 30 hours per week

**Salary**: £22,387.61 per annum (pro rata)

**Holidays**: 25 days per year plus 8 public holidays (pro rata)

**Based at**: Head Office, Colwyn Bay

**Adferiad Overview**

Adferiad Recovery delivers a flexible and coordinated response to the exceptional circumstances faced by people with co-occurring mental health and substance use conditions and related issues. Vulnerable people facing complex life challenges need consistent and seamless support to ensure they remain engaged with vital health and wellbeing services - and to prevent them becoming disenfranchised and isolated.

Adferiad Recovery harnesses the talents and experience of long-established and leading Welsh charities CAIS, Hafal and WCADA. Our combined expertise in the fields of substance use, mental health, housing, criminal justice, and employment support enables Adferiad Recovery to meet the needs of our most vulnerable with a single, unified, and comprehensive approach.

**Role Purpose**:
To support the Head of Estates in the effective management of Adferiad’s commercial and residential property portfolio.

**Responsibilities**:

- To ensure the accurate and timely input of property management and contractor information into relevant databases and intranet site and generate management reports as required.
- To ensure the timely arrangement of annual service and building certification requirements and repairs as directed by the Manager, liaising with site managers to arrange convenient dates. Once certificates received, uploading them to property folder, updating database and saving them onto SharePoint.
- Contacting housing associations/councils etc for any H&S services due and property certificates. Once certificates received, uploading them to property folder, updating database and saving them onto SharePoint.
- AIMS - updating database with information/certificates as required
- Dealing with invoice queries from both Finance Team and Contractors
- Approving and coding up invoices up to designated authorisation limit
- Purchasing items as and when required Estates credit card, within our limit of authorisation and providing monthly statement and receipts.
- Reactive and urgent repair works that come in on maintenance request, arranging contractors etc, getting PO’s where necessary. Ensuring all repairs are categorised appropriately. Close out on tracker database.
- Sourcing quotes for minor/major works / instructing works within limit of authorisation
- Admin support for Facilities Managers x 2
- To liaise with utilities companies/brokers and general suppliers in relation to changes of tenancy on property acquisitions, sales or closures, and residential tenant changes. Work Alongside the Procurement Officer to support where appropriate.
- To provide support to Adferiad staff and tenants relating to property enquiries, planned maintenance and repairs (including arranging reactive/urgent repairs, liaising with and sourcing contractors, general enquiries).
- To ensure the timely completion of planned and minor refurbishment works as directed by the Manager working in conjunction with the Facilities Managers x 2
- To maintain contractor and liability insurance details making sure they are up to date and forms an approved supplier list.
- Support with legal matters with Solicitors i.e. leases, property sales / purchases, VOA, charitable/business rates etc

**Essential Requirements**:

- A good standard of general education.
- Rent Smart Wales approved Agent accredited training (within 12 weeks of appointment).
- Experience of dealing with enquiries from staff and people outside of the organisation.
- Excellent organisational skills, ability to manage, organise and deal with multiple tasks.
- Proficient in use of Microsoft Office including Outlook, Excel, Word.
- A positive attitude and commitment to high standards and excellent customer care.
- Attention to detail.
- Ability to use initiative.
- Ability to work flexibly.

**Job Types**: Part-time, Permanent
Part-time hours: 30 per week

**Salary**: Up to £22,387.61 per year

**Benefits**:

- Additional leave
- Company car
- Company events
- Company pension
- Cycle to work scheme
- Discounted or free food
- Employee discount
- Gym membership
- Health & wellbeing programme
- Referral programme

Schedule:

- Monday to Friday

Licence/Certification:

- Driving Licence (preferred)

Work Location: In person

Reference ID: AC135

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