Apprentice Contract Coordinator – Property Services : Vectis Housing Association in Newport

The role of Apprentice Contractor Coordinator with the Property Services department will oversee maintenance and repair works across the differing types of properties contained within the Vectis Housing Association portfolio. This varied role requires first class customer service to deliver responsive repairs, maintenance, void completions, and contractor co-ordination, all of which needs to be achieved in a professional, timely, efficient, and compliant manner. Excellent communication is key, using a broad range of communication methods, liaising with a range of stakeholders while ensuring high standards are delivered and achieved. Residents remain our focus and this is reflected in our values and culture as an association. Vectis Housing Association is based solely on the Isle of Wight, delivering a professional, local presence within a varied portfolio, ranging from Shared Ownership to Grade 2 Listed Properties. The association owns and/or manages over 500 properties Island wide.

Key Responsibilities

• Contract Administration: Support the procurement, mobilisation, and ongoing administration of property-related contracts (e.g. repairs, planned maintenance, gas servicing, compliance works, voids, and cyclical decorations). Maintain accurate contract documentation, schedules, and records in line with corporate and regulatory requirements. Process contractor invoices, variations, and valuations in line with contract terms and internal financial procedures. Track contract performance and deadlines to ensure compliance with service level agreements (SLAs) and key performance indicators (KPIs).
• Performance Monitoring & Reporting: Assist in monitoring contractor performance using KPIs, customer satisfaction data, and inspection results. Produce regular reports on contract performance, spend, and compliance for management and board reporting. Escalate underperformance or contract breaches to the Contract Manager, assisting with resolution and corrective actions.
• Customer & Contractor Liaison: Act as a first point of contact for contractors, consultants, and internal stakeholders regarding contract queries and service delivery. Coordinate communication between contractors, residents, and internal teams to ensure works are completed efficiently and with minimal disruption. Support resident engagement activities related to property services and planned works programmes.
• Compliance & Health and Safety: Ensure that all contractors adhere to relevant statutory, regulatory, and health and safety requirements. Maintain up-to-date records of contractor insurance, accreditations, and compliance documentation. Support internal and external audits of property services contracts.
• Financial & Data Management: Support budget monitoring by maintaining accurate records of contract expenditure and commitments. Assist with forecasting and analysis of contract costs and savings. Use asset management and housing management systems to record, track, and report on contract data.

The duties and responsibilities listed are not exhaustive. The post holder will be expected to undertake any other duties consistent with the scope and grading of the post to meet the changing needs of the association and service requirements.

Person Specification

• Excellent communication skills and ability to build effective working relationships with contractors and colleagues.
• Strong organisational and administrative skills with excellent attention to detail.
• Proficient in Microsoft Office and property management systems.
• Ability to manage multiple priorities and work to tight deadlines.
• Ability to deliver professionalism and discretion.
• Experience in delivering excellent customer service.
• Minimum of Grade 4 GCSE in maths and English or recognised equivalent for example Functional Skills Level 2.

The successful candidate will be fully supported by our training partner, HTP Apprenticeship College to achieve the Level 3 Business Administrator apprenticeship standard. The successful candidate will need to meet the eligibility criteria for Government funding.