Property Officer in Livingston

Job Description & Person Specification

Leave 34 days rising to 39

Hybrid Working and 9DF

Defined Contribution Pension Scheme

*Staff Benefits available after completion of probation period

Job Purpose

As a key member of the reactive repairs team you will be responsible for supporting the effective management and maintenance of the organisation’s property portfolio, delivering high standards in all areas of property operations to support organisational goals. This role achieves value through proactive oversight, compliance, and delivering solutions that support operational continuity and growth.

The position supports the team by offering guidance, monitoring projects, and making informed decisions that enhance service delivery. It adds value through clear reporting, effective risk management, and contributing to efficient property-related project outcomes across departments.

Principial Duties & Responsibilities

• Instruct, monitor and control repairs for tenants and factored owners, including voids, to meet KPIs.
• Provide high quality support to all internal and external customers and stakeholders to resolve property enquiries.
• Conduct inspections, risk assessments and stock condition surveys, recording accurate data and prioritising works.
• Apply statutory compliance requirements (health and safety, fire, asbestos, gas) to maintain legal and organisational standards.
• Advise teams across the business on property matters to support coordinated service delivery.
• Investigate and resolve routine and moderately complex issues, escalating unusual or high‑risk matters under procedures.
• Maintain asset and repairs records with precise, timely updates for reporting and audit.
• Process, vary and verify invoices and vouchers, within approved limits, and input accurate financial information to systems.
• Liaise with contractors and external bodies on a regular basis to arrange works and verify outcomes.
• Undertake compliance inspections (e.g. asbestos and stock condition surveys).
• Assist in the reviewing and updating of Asset Management procedures.
• Undertake first stage complaints handling with the aim of resolving complaint.
• Deliver high‑quality customer service to internal and external customers, resolving enquiries promptly and professionally.
• Undertake any other duties as reasonably required to support the organisation.

Key Relationships – Internal & External

• Asset Management
• Housing Management
• Finance
• ICT
• People & Culture
• Contractors
• Consultants
• Suppliers
• Customers
• Local Authorities / RSL’s
• 3rd party providers
• Regulatory bodies.

General

• Be aware of and adhere to Almond Housing Association policies at all times.
• Take part in progress/performance reviews throughout the year.
• Cooperate with other Almond Housing Association departments to achieve good outcomes for our customers, applicants, colleagues, and contractors.
• Attend training courses and complete online training modules as required to meet the requirements of the post.
• Take responsibility for own personal development, seeking out opportunities to learn new skills.
• Undertake any other duties as requested by management which are reasonably deemed to be within the scope of the role or necessary for the smooth running of the business.

Health & Safety

• Ensure that Health and Safety guidelines and fire regulations are strictly adhered to.
• Comply with safe working practices as defined by Almond Housing Association.
• Complete training as and when required.
• Take reasonable care for your own health and safety and that of others who may be affected by acts or omissions at work.
• Report any accidents, incidents or near misses as soon as reasonably practicable.

Other

• Apply the Almond Housing Association values and behaviours to every aspect of the role at all times
• Protect and enhance the interests and reputation of Almond Housing internally and externally.

Person Specification

Essential (E)

Desirable (D)

Qualifications & Specific Training

HND in building related discipline or equivalent experience(E)

Experience

Substantial experience of working across a property portfolio and coordinating projects across departments(E)

Significant experience of instructing repairs and voids to meet KPIs, conducting inspections, risk assessments and ensuring statutory compliance(E)

Significant experience liaising and instructing contractor, monitoring performance and resolving issues.

Significant experience of resolving routine property issues, maintaining accurate asset and repairs records, processing small payments and liaising with contractors safely(E)

Demonstrable experience undertaking stock condition surveys(E)

Demonstrable experience of processing invoices and updating financial systems accurately(E)

Demonstrable experience of working within the Housing / Property Management Sector(D)

Demonstrable experience working with a computerised housing management system(D)

Knowledge

Detailed understanding of statutory compliance (H&S, fire, asbestos, gas), portfolio and repairs/voids management to meet KPIs(E)

Detailed understanding of inspections, stock condition surveys, risk assessments and contractor coordination(E)

Understanding of asset records, invoice verification and financial system inputs(E)

Understanding of safe working practices, PPE and occasional emotive situations(E)

Detailed understanding of Scottish Government legislative requirements i.e. Gas/Electric/SHQS(E)

Awareness of complaints handling(E)

Skills

Highly developed skill in implementing statutory compliance and conducting inspections, risk assessments and surveys(E)

Highly developed skill in managing repairs/voids, directing contractors and maintaining accurate asset and financial records(E)

Highly developed skill in providing clear technical advice and tailored communication across teams(E)

Developed skill in adapting procedures and improving working methods(E)

Developed skill in coordinating contractors and suppliers and processing payments(E)

Developed communication skills(E)

Excellent IT skills (e.g. Word, Excel)(E)

Personal Attributes

Excellent organisational and planning skills to cope with a varied workload and the ability to handle change and prioritise work accordingly(E)

Ability to work under pressure and prioritise work to meet deadlines(E)

Motivated and enthusiastic(E)

Keen attention to detail(E)

Excellent communication skills (written/oral), with an open and approachable manner(E)

Committed to ensuring high standards(E)

Committed to our values of:

Work together

Open to change

Respect

Kindness

Social

Confident in own skills and abilities and able to work as part of a team or on own initiative(E)

Additional Requirements

Lone working, regular use of PPE and physical ability to carry / move ladders

Regular interaction with customers who may present challenging behaviours

Full UK drivers licence and access to a car for work purposes

*Additional Benefits include 9-day-fortnight, cost towards gym membership, cycle to work and wellbeing initiatives including EAP.