Compliance and Administration Assistant
7 months ago
Canterbury
**The Role**:
To ensure that support is provided within the Administration Team in an efficient and professional manner. The job holder is required to carry out all tasks within his/her level of skill and ability.
**Main Purpose and Scope of the Post**
- Responsible for supporting surveyors with projects nearing completion
- Provide team with Building Control administration support as required with holiday / sickness cover and workload from the Administration Department.**Responsibilities**:
- Answering telephone calls and dealing with internal and external queries
- Run Final Inspection Report weekly to co-ordinate the collation of outstanding items
- Liaise with client contact and issue outstanding items letter following Project Managers instructions
- Request weekly updates of outstanding items
- Arrange for EOT’s (Extension of Time) to be issued after the 4 and 8 week periods whilst liaising with Project Manager
- Run weekly EOT report to give warning of expiry and chase accordingly
- Process any reversions to Local Authority
- Download certificates from project portal and save to correct project folders
- Run monthly KPI reports (headline figures / consultant commencement figures)
- Formatting the updates of existing and new SOPs and WIS’s
- Co-ordinating Harwood’s legacy work
- UMRs
- Expired Ins
- Out of stat control jobs
- Liaise with Local Authorities regarding any status enquiries
- Archiving
- Co-ordinating structural checks with third-party reviewer
- Run weekly and monthly summary report for overdue CIS’s for action
- Arrange / co-ordinate overdue site inspections.
- In accordance with the Quality Management System ISO 9001:2008 promote and maintain a culture which places customers first and aims to deliver a high standard of service at all times
- Drafting fee quotation documentation and electronic submission to clients/agents.
- Drafting and serving of time critical notices to correct Local Authorities e.g initial notices, fire consultations etc.
- Issuing of plans certificates and final certificates.
- Updating client database on Union Square.
- Maintaining IT in association with external IT support.
**What you can bring to the role**:
- Qualifications
Educated to GCSE level (or equivalent)
Microsoft Outlook, Word, advanced Excel and PowerPoint
- Experience
In an administrative role
Dealing with enquiries from the public and staff at all levels
Excellent working knowledge of Excel
- Skills
Excellent communication skills
Good IT skills
Ability to work to tight timescales and demonstrate attention to detail
Dealing with customers sensitively and to keeping information confidential
- Personal characteristics
Shows initiative
Self motivated
Organised
Diplomatic and polite whilst being firm
Forms good relationships with colleagues and can contribute effectively to a team
Able to respond positively under pressure
Flexible in approach to work and willing to go the extra mile
Prompt, efficient and courteous
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