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Contracts and Works Coordinator

2 months ago

Eastleigh, Hampshire, United Kingdom The Workshop Full time

About The Workshop

The Workshop is a leading provider of safe homes, and we are currently seeking an experienced administrator to join our team as a Contracts and Works Coordinator. As a key point of contact for external contractors and internal stakeholders, you will play a crucial role in ensuring the smooth operation of our CCTV and Access Control Systems.

Key Responsibilities

  • Contract Management
    • Manage external CCTV and Access Control system contractors, monitoring their performance, addressing queries, identifying areas for improvement, and providing feedback.
    • Ensure all CCTV and Access Control systems passwords are securely held and facilitate a smooth handover of assets.
  • Procurement and Compliance
    • Investigate spend to ensure compliance with procurement policies and procedures.
  • Customer Service
    • Work with contractors to resolve internal and external customer queries relating to works orders in a timely manner, prioritizing customer satisfaction.
    • Maintain accurate records of maintenance information, certificates, and works-related documentation.
  • Administrative Support
    • Raise works orders, purchase orders, and facilitate the approval of invoices to ensure timely payments to external subcontractors.
    • Proactively monitor 'open' works orders and chase contractors for invoices.
    • Update the housing management system to ensure programs are delivered and maintained in accordance with policies and procedures.
  • Communication and Collaboration
    • Communicate effectively with a wide range of individuals, including residents, contractors, and colleagues at all levels.
    • Liaise with regulatory bodies and attend meetings as required to provide additional information relating to the administration of contracts and functions.

Requirements

  • Skills and Experience
    • Excellent verbal and written communication skills.
    • Strong negotiation and influencing skills, with a commitment to customer care.
    • A good working knowledge of Microsoft Office packages, including Outlook, Word, and Excel.
    • Ability to work under pressure and prioritize workloads to deliver an efficient service.
  • Education and Certifications
    • A full driving license and/or the ability to travel in a timely and efficient manner to visit customers, sites, and attend meetings.

Working Hours

  • 37 hours per week, Monday to Friday, office hours.