Repairs Administrator

About Upkeep

We are a social enterprise, providing high quality, value for money property maintenance and estate management services to Shettleston Housing Association and its tenants. We contribute to the local community and economy through the creation of employment, training and development opportunities in the area.

Job Overview

To ensure Upkeep’s core repairs administrative function and customer relations are delivered to a high standard whilst providing an exceptional service to Shettleston Housing Association and our external clients. 

To be an effective, highly motivated team member who will administer and monitor daily work schedules for employees utilising a Simpro work scheduling system; accurately progressing jobs; accurately processing documentation for weekly payroll deadline and liaising with tradespersons, trade supervisors and customers on all repairs related matters. To be a role model and ambassador for the Upkeep staff team

Key Duties & Responsibilities

Ø Respond to all enquiries regarding repairs, ensuring an effective response to requests for repairs and maintenance services.

Ø Respond promptly to emergency and urgent maintenance queries to safeguard customers and property.

Ø Answer telephone calls/emails and help with any job queries and enquiries and maintain good customer relations

Ø Ensure all works orders are completed and recorded accurately within agreed targets.

Ø Manage daily repairs schedule utilising Simpro

Ø To assist in the implementation of key office procedures and administrative systems.

Ø To ensure Upkeep’s weekly payroll is maintained accurately and timeously.

Ø To assist with the Corporate Services Officer in administrative duties.

Ø Ability to prioritise workload effectively

Key Requirements

1.           To maintain databases and administer the day-to-day implementation of repairs via Simpro.

2.           To coordinate day-to-day administrative operations to ensure efficiency and compliance

3.           Ensuring timely processing of repairs requests.

4.           To provide weekly salary information to the Corporate Services Officer and Head of Operations.

5.           To ensure office spend is within agreed budgets.

6.           Ensure all invoices received are transferred and saved into relevant folders.

7.           To participate in the continuous improvement of service delivery

8.           Develop strong working relationships with colleagues and customers.

9.           Carry out any reasonable tasks that may be required in line with Upkeep’s business needs and objectives.

10.        Ensure appropriate customer feedback is captured, collated and shared with relevant partners at Shettleston Housing Association.

11.        Work in partnership with SHA repairs team and co-ordinate feedback on repairs, complaints and customer feedback.