Title: Business Co-Ordinator – Social Housing (Construction & Refurbishment)
Location: Pride Park, Derby
Salary: £27,000 – £32,000 per annum (depending on experience)
Contract: Permanent, Full-Time
About Us
Join our dynamic team where your organisational skills and attention to detail will make a real impact. We are a fast-paced and forward-thinking business specialising in social housing and local authority projects within the construction and refurbishment sector, and we are looking for a highly organised and efficient individual to support our operations and drive our success.
Job Summary
You will play a key role in ensuring the smooth running of our office and effective delivery of works across our Voids and Major Repairs contracts. You will manage diaries, monitor work progress, track key performance indicators (KPIs), and produce comprehensive reports for the management team.
You will interact with staff, management, directors, customers, clients, subcontractors, and suppliers while providing essential operational and administrative support across multiple departments.
Key Responsibilities
Diary & Job Management
- Oversee daily diary schedules and ensure all jobs are accurately allocated, updated, and monitored throughout the day.
- Ensure jobs are logged correctly with accurate priorities, categories, target dates, and deadlines.
- Monitor work trackers and workflow systems to ensure all information remains accurate and aligned with service level agreements (SLAs) and client KPIs.
- Create and manage project programmes and Gantt charts to support operational delivery and visibility of project progress.
- Schedule works for direct labour operatives, specialist subcontractors, and supporting trades to ensure efficient project delivery.
- Review weekly Work in Progress (WIP) reports and cross-reference against trackers, diaries, and live job statuses.
- Identify and escalate any jobs at risk of breaching deadlines or KPI targets and support resolution planning.
Voids Management Responsibilities
- Log all new void properties upon receipt and ensure accurate tracking throughout the void lifecycle.
- Arrange and coordinate joint surveys with clients and supervisors, ensuring survey notes, photographs, and supporting documentation are saved correctly.
- Upon approval, work alongside the Supervisor to create project programmes and Gantt charts to effectively manage turnaround times.
- Coordinate and schedule void refurbishment works including demolition, electrical works, plastering, joinery, plumbing, decoration, flooring, groundwork, cleaning, and specialist trades.
- Ensure void works are delivered in line with client KPIs, SLAs, and agreed completion deadlines.
- Request and manage extensions of time where necessary, ensuring updates are communicated promptly to all stakeholders.
- Produce and issue weekly void reports and progress updates to internal and external stakeholders.
- Issue completion emails, certifications, and final handover documentation upon completion of void properties.
- Support the efficient turnaround of empty homes to ensure properties are ready for reoccupation within agreed timescales.
Major Repairs Responsibilities
- Support the planning, coordination, and administration of major repair projects from instruction through to completion.
- Work closely with Site Supervisors, Project Managers, commercial teams, and operational staff to ensure projects are effectively managed and delivered within agreed timescales.
- Raise works orders, purchase orders, subcontractor documentation, and supporting administrative paperwork in line with company procedures and client requirements.
- Coordinate appointments, access arrangements, and communication between clients, tenants, subcontractors, and internal departments.
- Monitor and update project trackers, Gantt charts, workflow systems, and project documentation to ensure accurate reporting and programme visibility.
- Maintain accurate records relating to project costs, variations, invoices, certifications, and completed works to support commercial and operational controls.
- Obtain quotations from specialist subcontractors and suppliers where required to support project delivery.
- Compile and issue weekly progress reports, KPI updates, and performance data for clients and management teams.
- Support compliance by ensuring all required certifications, health & safety documentation, and handover paperwork are received, completed, and filed correctly.
- Assist with subcontractor onboarding, inductions, and document management to ensure compliance standards are maintained.
- Support delivery of legal disrepair, damp and mould remediation, and works associated with Awaab’s Law compliance.
- Ensure projects are delivered efficiently, within budget, and to a high standard of quality and customer satisfaction.
Customer Service & Relationship Management
- Respond to and manage client, tenant, and customer queries professionally and efficiently via telephone and email.
- Build and maintain strong working relationships with clients, subcontractors, suppliers, and key stakeholders.
- Handle customer complaints effectively, ensuring timely resolutions and clear communication throughout.
- Maintain a strong customer-focused approach and deliver a positive customer experience across all projects and contracts.
Reporting & Meetings
- Prepare and deliver weekly and monthly performance reports to management teams and clients.
- Attend and support weekly client and operational meetings, taking minutes and tracking outstanding actions.
- Conduct and support internal team meetings to discuss performance, expectations, operational updates, and best practices.
- Prepare and issue monthly contractor packs and associated compliance/performance information.
Administrative Duties
- Ensure all documentation, including site packs, certifications, reports, and compliance paperwork, is accurately collated, filed, and saved within the shared drive.
- Support ordering of materials and assist with commercial queries relating to invoicing and project costs.
- Provide administrative and operational support to ensure smooth contract delivery.
- Support recruitment activities including shortlisting candidates and participating in interviews where required.
Health & Safety Compliance
- Ensure compliance with all health & safety legislation, company policies, and client standards.
- Promote health & safety awareness and best practices across operational teams and subcontractors.
- Ensure all compliance documentation and contractor records are maintained and up to date.
General Support
- Provide direct support to the Company Director and wider management team in resolving operational challenges.
- Promote adherence to company policies, procedures, and operational standards.
- Work collaboratively across departments to support the successful delivery of voids and major repairs contracts.
Skills & Competencies
- Highly organised with the ability to prioritise workloads and manage multiple projects simultaneously with minimal supervision.
- Strong Microsoft Office skills, particularly Excel, with experience producing reports and managing trackers.
- Excellent administrative and organisational skills with strong attention to detail.
- Professional, flexible, and proactive approach with a positive “can do” attitude.
- Excellent verbal and written communication skills.
- Experience using scheduling systems, job management software, and customer relationship management systems.
- Strong understanding of project coordination, programme management, and customer service delivery.
Experience Required
- Previous experience working within Housing Associations, Local Authorities, or Social Housing environments (client or contractor side).
- Experience within the construction, refurbishment, voids, or building maintenance sector.
- Proven background in coordinating administrative and operational activities within fast-paced environments.
- Experience managing customer queries, complaints, and delivering high levels of customer service.
- Ability to work under pressure, manage competing priorities, and consistently meet deadlines and KPIs.
- Understanding of social housing compliance requirements including legal disrepair, damp and mould, and Awaab’s Law desirable.
Why Join Us?
- Competitive salary and benefits package.
- Opportunities for professional growth and career progression.
- Work within a supportive and collaborative team environment.
How to Apply
If you are an organised and detail-oriented professional looking for your next career move, we would love to hear from you. Please submit your CV and cover letter to [email protected].
We are committed to promoting equality and diversity and welcome applications from all backgrounds.
Job Types: Full-time, Permanent
Pay: £27,000.00-£32,000.00 per year
Benefits:
- Additional leave
- Company pension
- Free parking
- On-site parking
- Private medical insurance
- Sick pay
Work Location: In person
