Estates Admin Support - 6 month contract in Newtownabbey

JOB TITLE: Estates Admin Support

REPORTING TO: Head Of Estates

JOB PURPOSE: To provide administrative and information-management support to the Estates Department, ensuring property, asset, compliance and maintenance information is accurate, accessible and appropriately maintained across the organisation’s 28 homes.

MAIN RESPONSIBILITIES

· To provide administrative and information-management support to the Head of Estates.

· To create and maintain accurate property and asset registers, including key asset, installation, servicing, warranty and replacement information.

· To create maintain consistent electronic property records, folder structures, document control and archive arrangements across all 28 homes.

· To review RAMS and create project plans and create PTW (Permits to Works) Risk Assessments and Contractor Information packs for Planned works.

· To develop Project Management Plans and ensure actions are managed effectively.

· To review existing plans and create a suite of property plans and associated information, using Microsoft Visio, ensuring plans are kept up to date with any changes .

· To review and maintain available asbestos, compliance, PPM and certification records, identifying missing or outdated information and escalating actions where required.

· To review Fire Risk Assessment (FRA) action plans and maintain accurate records of compliance inspections and certification.

· To provide administrative support in managing Local Estate Action Plans (LEAPS).

· To collate historic property, maintenance, repair, refurbishment, survey, contractor, warranty and compliance information and ensure relevant information is transferred to current property records.

· To manage all contractor compliance records including contracts SLAs, Insurances

· Keep up to date records of all warranty’s for all equipment and assets at each home.

· To support the preparation of asset repair, replacement and lifecycle information to assist with planned maintenance, capital planning and future expenditure.

· To identify missing, duplicated, outdated or inconsistent information and maintain an appropriate audit trail of outstanding actions.

· To produce progress reports and information for the Estates Manager and support quality assurance and handover of the property information system.

· To liaise with Estates staff, contractors and other relevant colleagues, escalating matters requiring technical or specialist input.

What you will need