Compliance & Planned Orders Administrator

Job Role

Compliance & Planned Orders Administrator

Hybrid / Luton or Worcester Office

Compliance

35 per week, Monday to Friday

As the Compliance & Planned Orders Administrator, you will contribute to our vision of being the UKs favourite property manager by :

• Responsible for scheduling all statutory compliance planned maintenance across Firstport, providing internal and external outsourcing partners with great communication and rounded information in a helpful, empathic, knowledgeable, and courteous experience in line with our organisational values and behaviours.
• Provide professional and efficient customer service to all internal departments and contractors
• Provide first time resolutions at every opportunity and responsible for statutory compliance and health & safety requirements.
• Responsible for tendering, renewing and cancelling soft core contracts
• Responsible for supporting the success of the digital transformation that will change how the team administer all orders

This role reports to the Compliance & Planned Orders Team Leader, working within a team of up to 13 colleagues.

You are passionate about delivering an exceptional customer service. Having a resolution focus and mentality means, you can deal with problems and challenges effectively.

As you are able to work under pressure, you are resilient and able prioritise and manage time effectively, can work autonomously and as part of a team.

Being able confidently communicate and build relationships is key with both customers and clients, as well as have excellent IT skills, and being up to date with technology.

First Port is the UK’s leading residential property service provider, caring for 290,000 homes in England, Wales and Scotland, across 5,000 developments. With over four decades of experience and 4,000 employees, First Port works with developers, investors, freeholders and over 1,000 Resident Management Companies.

• The Compliance Administrator within the Customer Support Team are responsible for scheduling statutory compliance planned maintenance programmes throughout First Port
• Uploading and monitoring the data into and from our in-house compliance database and working closely with our outsourcing partners, as required
• Managing incoming contractor documents, ensuring documents conform to the appropriate naming convention
• Uploading documents and remedial actions, and working with contractors to ensure, where possible this activity is completed by our contractors or outsourcing partner
• Working closely with Property Managers, assisting with requisitions and purchase order information.
• Closely liaise with contractors and suppliers ensuring an open dialogue is maintained, complete information is provided in a timely manner, and all correspondence and queries are responded to appropriately
• Raising maintenance orders and liaise with contractors as appropriate in relation to work required on a development including annual contract tendering and resolution of invoice queries
• To ensure internal databases are updated accurately and regularly, to include any relevant documentation to be saved within the appropriate areas
• Responsible for tendering, renewing and cancelling soft core contracts in accordance with the Property Managers requests.
• Ensure all customer information is handled confidentially and in line with GDPR

Friendly – We look out for people’s best interests, and show them we care by dealing with them in a warm and friendly manner.

Inventive – We’re creative and resourceful. We strive to improve what we do and how we do it, so we can provide the best ideas and solutions to look after people, their homes and communities.

Respectful – We listen, consult and take on-board people’s opinions and needs. We understand the importance of the home and community in people’s lives, and act with respect at all times.

Skilled – We’ve the qualifications, experience and take great pride in our work to consistently deliver the highest standards and value for money. We’re informed, and we’re always building on that knowledge to constantly improve our quality of service.

Trustworthy – We’re always…