Administrator : Repairs, Materials and Contracts

2 months ago


Eastleigh, United Kingdom Workshop Recruitment Full time

**Administrator - Repairs, Materials and Contracts**

**Eastleigh**

**Ongoing Temporary Contract**

**£10.50 - £11 per hour**

Within this role you will act as a key point of contact for our external contractors and suppliers. This will include leading regular meetings, addressing queries, feedback, and invoices.

Provide day to day administrative support this includes liaising with the trade teams, raising jobs, raising purchase orders, and invoice processing.

**Duties**
- To be a dedicated account liaison point for our contractors and suppliers.
- To be responsible for raising works orders, raising purchase orders, and facilitating the approval of invoices. To play a pivotal role in ensuring timely payments of our external suppliers and internal customers including the in-house maintenance contractors,subcontractors and suppliers of both materials and services.
- Interrogate spend to ensure compliance with procurement
- Work with the relevant contractors and trade operatives to resolve internal and external customer queries relating to works orders.
- Convert job requests from employees into repairs orders and releasing held jobs once they are checked for accuracy of information.
- Pro-actively monitor ‘open’ works orders and chase contractors for invoices. Varying and completing works orders as appropriate.
- Resolve day to day customer queries relating to contractor works as well as attend meetings as required to provide additional information relating to the administration of contracts and/or functions including liaising with regulatory bodies.
- Routinely monitor invoices awaiting payment to ensure these are progressed by those responsible for the programme of works to meet payment obligations. Raise queries and issues relating to invoices and/or work claimed with the relevant parties.
- Ensure payments, invoices and purchase orders are duly dealt with effectively, resolving any discrepancies.
- Retaining detailed records of maintenance information, certificates, timesheets and works related documentation in an efficient manner.
- Supporting the administration requirements for responsive repairs, cyclical works, grounds maintenance, planned maintenance and other admin functions.

**Knowledge, skills and experience required**
- Confidence in using data entry and storage software systems and ideally work scheduling systems or similar data software programmes.
- Good verbal and written communication skills and the ability to communicate with a

wide range of individuals including residents, contractors, and colleagues at all levels.
- Ability to work as part of a team, promote team working and share ideas.
- A good working knowledge of Microsoft Office packages including Outlook, Word and Excel.
- A knowledge of regulatory and mandatory obligations with respect to housing maintenance.
- An innovative approach to challenges with strong negotiation and influencing skills and a commitment to customer care.
- Ability to work under pressure and prioritise workloads to deliver an efficient service.

**Working hours**

Monday - Friday Office hours - 37 hours per week.



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