Property Management Coordinator
- 30 hours a week across 4 days, must cover Monday
- £35,200 pro rata
- Car owner driver essential
- Sits within the Housing Team
- Place of work Redford House, UB8 1SZ
- Interview date Tuesday 18th August – 9.30am – 12pm group interview, individual interviews for successful candidates that afternoon between 1-5pm.
The Property Management Coordinator role is the first port of call for residents and team members reporting, monitoring and updating on matters of property management including but not limited to: property repairs, scheduled property maintenance and improvement, critical H&S concerns & hazards and property compliance upkeep.
The role is part resident and team engagement and part data entry – and planning oriented. it is designed to instill confidence in our residents and partners that our homes are exactly that – homes – places of love, care and attention which meet and exceed regulatory expectation and represent safety & a high standard of repair.
On a day-to-day basis, the Coordinator will:
- Enter detailed repair reports as shared by residents
- Allocate, schedule and coordinate the repair response using Salesforce/InForm
- Monitor and update ongoing repair records
- Keep residents informed of repair progress, appointments and property visits
- Refer works to external contractors, agents and superior landlords
- Assist the Resource Team in raising Purchase Orders and reviewing invoices
- Refresh stock and team materials
- Coordinate compliance servicing with engineers, agents and landlords
- Assist in the preparation of compliance reporting packs for Risk Assessment management, PRS, local government and SHROA databases.
- Support the Resource Team by providing Key Performance Indicator reports at regular intervals and on demand.
- Review central compliance records (e.g. Health & Safety, Section 20) and liaise with Neighbourhood teams and the Resource Team to coordinate updates and works.
- Provide general administrative support: issuing access and general property information as well as compiling crucial information for property uploads to our portal.
The person fit for this challenge will be an organised, detail-oriented problem solver able to apply a ‘can-do’ sense-making attitude to all property issues, transforming them into actionable solutions by working closely with our skilled Housing Team, and maintaining consistent and clear communication with our residents.
To excel in the Trinity Housing Team, the ideal Property Management Coordinator will be wellskilled and confident in the following areas and disciplines. Gaps in knowledge and experience can always be compensated by a willingness to develop new skills; a desire for personal growth and learning is essential at Trinity.
- A comprehensive understanding of common household maintenance and repair concerns and a firm foundation in day-to-day, planned and cyclical repairs & improvements which can be built upon with experience
- A familiarity with building, maintenance, refurbishment, plumbing, electrical and compliance procedures
- Exemplary customer service capacity, especially tools for de-escalating tensions under pressure should situations causing resident-stress to arise
- Adaptive communication skills to illicit clear, detailed information from both residents and teams for the recording of repairs, updates and feedback
- Organisation, timekeeping and work stream management are essential as data entry and updates operate within a 24-hour time frame to ensure compliance
- Familiarity with the legal framework which informs best practice in property management and the provision of accommodation. This should include but not be limited to the basis for a working knowledge of the Housing Act, the Environmental Protection Act, the Housing H&S Rating System, Awaab’s Law, the Renters Rights Act, HMO licensing parameters, the Supported Housing Regulatory Oversight Act*
- Performing and producing reports pertaining to essential, routine inspections and maintenance activities such as fire & CO alarm testing, meter readings, property inspections, fire safety inspections,
- Fluent digital literacy and capacity for adopting new systems of data entry, report-running and information presentation – a deftness with Salesforce, communication channels e.g. Signal and WhatsApp, Microsoft Systems including Sharepoint and excel, and a keenness for the efficient use of technology is preferred
- Reporting resident safeguarding or welfare concerns to Neighbourhood Coaches
These are just a few examples of the varied work you can expect, with each day offering a balance between call-handling, repair assessment & scheduling, contractor coordination, rapid triaging for emergency repairs & cleans and continued commitment to the overall data compliance and quality of accommodation in our homes.
As a member of the Trinity Housing Team, your work will support the continued improvement of our property services across both the London Borough of Hillingdon or the Borough of Slough, 9 with beneficiaries ranging from our residents in shared, supported accommodations (HMOs); to our emergency accommodation (such as a hostel setting); to our newly opened self-contained studio flats. Your work means as our heads hit the pillow each night, our residents can sleep soundly too knowing that their homes are safe, cared-for and sustainable.
Knowledge of the following would also be desired
- Health and Safety in the Workplace & home
- COSHH - Safeguarding adults with vulnerabilities
- Fire Safety Awareness and Fire Marshall Training
- Damp & Mould Awareness
- Asbestos Awareness
- Manual handling for low-risk environments
- Equipment, tool and ladder safety
- Legionella and Legionnaires Disease
- Legislation as listed on p.7*
Working days must cover a Monday and hours must be shared across 4 days of each week, e.g. 7.5 hours Mon – Thurs. Leave 25 days pro rata with 3 extra days to compensate those participating in our On Call system.
Pension: 4% pension contribution
Performance: We monitor how people perform through coaching every two to three months and through annual appraisals. We hold a three-month review to reflect on each employee’s first quarter with us, followed by a 6-month probation review. We work to agreed objectives and assess achievement against these objectives and the competencies for the role.
Probation: There is a six-month probation period for new starters.
For the full job pack and full job description and specification, please visit our website https://www.wearetrinity.org.uk/get-involved/jobs/
Pay: £35,200.00 per year
Benefits:
- Casual dress
- Company events
- Company pension
- Sick pay
Application question(s):
- Please send a cover letter as part of your application. The cover letter must state your reasons for wanting to work with Trinity Homeless Projects and what qualities you can bring to the role.
- We will be holding a group interview on Tuesday 18th August (9.30am-4pm) , please can you confirm you can be available all day on this date?
- I own a vehicle I can use for work daily?
Licence/Certification:
- Driving Licence (required)
Work Location: In person
