Maintenance Assistant

**Overall Purpose of Job**

To provide assistance and administrative support to the section and maintain accurate records relative to the functions of the section.

**Main Responsibilities**
- To provide support and assistance to the section in the carrying out of its responsibilities.
- To deal with enquiries from external companies other departments and colleagues etc. And give advice and guidance where possible.
- To provide and request information from internal and external agencies to ensure that smooth communication flows to all stakeholders.
- To set up spreadsheets for the service and work to maintain accurate records including recording of certificates etc within generic computer systems.
- To raise all recharges for repairs and empty homes.
- To be responsible for raising pop orders for maintenance an ensuring they are followed up and processed within timescales.
- To be responsible for all housing in QL ( closing jobs down, changing the status and financial completion of all works)
- Make sure that all invoice matching is completed for payment.
- Raise work in QL as and when required to help works planners with work loads.
- Any other duties pertaining to the post.
- Record Stages of empty homes process, manage key movements and notify utilities for the completion of works within empty homes.
- Communicating with contractors especially with regard to utilities for certificates to allow properties to be let within out performance targets and let properties in a timely manner so we can provided VFM
- _**Creativity & Innovation**
- Creation of spreadsheets and other electronic methods of compiling important data.
- Creation of standard letters and forms.
- Use of initiative to interpret statistical information and returns.
- To work in partnership with contractors and customers to ensure the service is
- Responsive in following the ethos of best practice.
- Regular use of the many IT systems within maintenance to assist with their day to day duties.
- Assist with the development of processes and procedures to enable an efficient and improved service.

**Contacts & Relationships**
- The post holder will act on behalf of the Manintenace services team as a point of contact with tenants, suppliers and external partners, where required and deal directly with any enquiries or signpost dependant on the complexity of the issue.
- The postholder will act as a point of contact on behalf of the service area for tenants, residents and private works in terms of reachargeable & chargeable repairs and commercial work costing queries.
- Contact with staff at all levels of the company in the course of resolving enquiries issues, recharge enquiries/queries or complaints on behalf of the Maintenance Services Team.
- Contact with tenants in relation to providing information/photos regarding the recharge raised, where they are questioning the recharge and providing clarity regarding the reason for the recharge being raised.
- Dealing with trades staff & contractors on a daily basis in relation to the provision of information for void properties such has Gas / Electric & Asbestos certificates.
- Call centre and housing office staff giving up to date information on current properties for current and potential tenants.
- Contractors, public utilities and manufacturer's representatives, making sure that they are fully aware of any issues in properties that they might be working on and ensuring that the relevant paperwork and/or information is supplied to them.
- To ensure that contractors & suppliers are aware of payment proceses and expected payments, such has POP orders being raised and supplied to the relevant managers for authorisations etc so that all financial regs and payment targets are met.
- Daily contact with the Lettings Team, providing information for and data across the areas that ensures excellent communications by allowing the team to keep tenants informed throughout the lettings process and of ready to let dates.
- Dealing with contractors & suppliers who may be questioning payments or noin payments for works they have carried out.
- Work closely with the Works Planners to ensure that meeting deadlines for the completion of voids/repairs work is met in line with timescales set out.

**Decision Making - Discretion**
- Ability to make timely and effective decisions with conflicting priorities and conflicting demands
- Prioritising own work to meet stringent deadlines.
- Deciding on appropriate ways to deal with enquires which can determine the level of customer satisfaction and therefore the perception of Maintenance Services.

**Decision Making - Consequences**
- Use of initiative to determine priorities when dealing with problems and queries.
- Make effective decisions on the correct manner of dealing with deadlines
- Decisions could affect the performance in terms of targets, particularly in relation to Empty Homes management, and therefore effect performance and KPI’s.
- Ensurance that robust payment pr