Aftercare & Handover Assistant
Location: Spalding
Department: Customer Care / Construction
Reports To: Head of Aftercare
About the Role
Seagate Homes is looking for an organised, proactive and customer-focused Aftercare & Handover Assistant to support the successful delivery of our new homes from pre-completion through to the Defects Liability Period.
This varied role combines administrative support for both the Handover and Aftercare functions, ensuring properties are ready for occupation, handover documentation is complete, and any defects reported after occupation are managed efficiently.
You will work closely with Housing Associations, subcontractors, site teams, utility providers and internal departments to ensure an excellent customer experience and smooth project delivery.
Key Responsibilities
Handover Support
- Assist in coordinating property handover programmes across multiple developments.
- Prepare handover packs for Housing Associations and Shared Ownership providers.
- Ensure all required documentation is complete prior to handover, including:
- EPC Certificates
- Electrical Installation Certificates
- Gas Safe Certificates
- Air Pressure Test Certificates
- Building Control Completion Certificates
- Warranty documentation
- Home User Guides
- Appliance manuals
- Meter readings and utility information
- Keys and key schedules
- Liaise with Site Managers to ensure plots are ready for handover.
- Book handover inspections with Housing Associations and Employers' Agents.
- Maintain accurate handover trackers.
- Assist in organising keys and handover appointments.
- Ensure all handover documentation is electronically filed.
Aftercare Administration
- Log all reported defects onto the company management system.
- Allocate defects to the appropriate subcontractors.
- Monitor outstanding defects and chase subcontractors to ensure works are completed within agreed timescales.
- Keep Housing Associations updated on progress.
- Arrange appointments with residents where required.
- Update defect trackers and maintain accurate records.
- Escalate overdue defects to the Head of Aftercare.
- Confirm completed works with clients before closing work orders.
Purchase Orders & Invoice Processing
- Raise Purchase Orders for defect works.
- Process subcontractor invoices.
- Match invoices to completed works.
- Maintain accurate cost records.
- Assist with subcontractor recharge administration where appropriate.
- Support monthly cost reporting.
Client Communication
- Act as a first point of contact for Housing Associations regarding handovers and defects.
- Respond professionally to telephone and email enquiries.
- Maintain positive working relationships with clients and subcontractors.
- Provide regular updates on outstanding issues.
Administration
- Maintain accurate electronic filing systems.
- Update spreadsheets and management trackers.
- Produce weekly reports on outstanding handovers and defects.
- Monitor certification and documentation deadlines.
- Assist with preparing reports for management meetings.
- Ensure all records are accurate and up to date.
General Duties
- Support the Head of Aftercare with day-to-day administration.
- Assist other departments when required.
- Attend internal meetings.
- Help identify opportunities to improve processes and customer service.
- Ensure company procedures are followed at all times.
Essential Skills & Experience
- Previous administration experience.
- Excellent organisational and time management skills.
- Strong attention to detail.
- Excellent communication skills, both written and verbal.
- Good IT skills, including Microsoft Word, Excel and Outlook.
- Ability to prioritise a varied workload.
- Professional and customer-focused approach.
- Ability to work independently and as part of a team.
Desirable Experience
- Experience working within the housebuilding or construction industry.
- Knowledge of affordable housing developments.
- Experience working with Housing Associations.
- Understanding of the housebuilding handover process.
- Experience raising Purchase Orders and processing invoices.
- Familiarity with defects management systems.
Personal Attributes
- Friendly and approachable.
- Highly organised.
- Excellent attention to detail.
- Reliable and dependable.
- Positive attitude.
- Confident communicator.
- Able to remain calm under pressure.
- Strong problem-solving skills.
- Willingness to learn and develop.
Key Performance Indicators (KPIs)
- Handover documentation completed accurately and on time.
- Properties handed over without administrative delays.
- Defects logged within agreed response times.
- Outstanding defects monitored and followed up effectively.
- Purchase Orders raised promptly.
- Invoices processed accurately.
- Client enquiries responded to within agreed service levels.
- Accurate maintenance of trackers and records.
- Positive feedback from Housing Associations and internal teams.
What We Offer
- Competitive salary.
- Company pension scheme.
- Annual leave plus bank holidays.
- Training and career development opportunities.
- Supportive and friendly working environment.
- Opportunity to develop within a growing and successful housebuilding business.
The Aftercare & Handover Assistant plays a key role in ensuring every home is handed over professionally and that our clients continue to receive excellent support throughout the Defects Liability Period. This position is integral to maintaining Seagate Homes' reputation for quality, service and customer satisfaction.
Benefits:
- Company events
- Free parking
- Health & wellbeing programme
- On-site parking
Work Location: In person
