Purpose
To provide a range of administrative and customer services tasks, to act as the first point of contact for all property related enquiries and maintenance requests and ensuring these are logged, tracked and updated consistently within the Property Management Systems.
Responsibilities & Outcomes
Provide a property customer service desk, ensuring a proactive customer focused approach is adopted and maintained in all aspects.
To act as first point of contact for all phone, email, and website enquiries, etc. to the Property Services Team ensuring that sufficient information is provided to ensure the enquiry can be sufficiently dealt with or re-directed to the appropriate service area.
To ensure all maintenance and other work requests are confirmed via formal purchase orders and have been assigned the correct priority rating in line with the Councils procedures.
To organise and manage the ordering processes for all servicing contracts in conjunction with the Facilities Management Team and the Building Maintenance Team.
Responsible for resolving queries with regards to orders, process, progress and expenditure of the work requests.
To assist in the logging, assigning and authorisation of invoices, in liaison with the relevant Property Services team members.
Assist in obtaining prices, quotations, delivery dates and detailed information about the goods and services provided.
Assist in the production of Key Performance Indicators as appropriate.
To assist, when necessary, the Property Service Team in the photocopying, scanning, shredding etc. Work in liaison with the whole of the Property Service Team to ensure all data records are inputted, checked, monitored, and stored appropriately.
Continually promote opportunities for improving data collection, input and quality.
Carry out other duties appropriate to the grade of the post.
Relationships Within the organisation:
Property Services staff
Council-wide staff At a borough land regional level
Customers, clients & public
Contractors
Generic responsibilities
To comply with the Council’s Health and Safety Policy and associated safe working procedures and guidelines.
To comply with the Council’s Comprehensive Equality Policy and to ensure that it is implemented within the service area of the post.
To comply with the Council’s Information Management Framework (including the Data Protection Policy, Code of Practice and Social Media Policy).
To comply with the Council's Code of Conduct a fundamental aspect of which are "the Seven Principles of Public Life", and to conduct oneself with the highest standards of conduct that they require.
The Council guarantees an interview to disabled applicants who demonstrate they meet the essential job criteria.
