Properties Administrator

Role Overview
The Properties Administrator supports the safe, compliant and efficient operation of SSV properties by coordinating maintenance and repairs, maintaining accurate property records, monitoring statutory and service renewals, and providing timely updates to staff, landlords, contractors and management. The role acts as a central administrative point for property concerns from initial report through completion and close-out.

Key Responsibilities

1. Property Maintenance and Repairs

• Receive, review and accurately log property maintenance concerns raised by staff across SSV locations.
• Assess the information provided, obtain supporting photos or videos where required, and clarify the issue before arranging action.
• Coordinate repair and maintenance services with appropriate contractors, including plumbers, electricians, handymen, cleaners and locksmiths.
• Schedule appointments, property visits and inspections using email, telephone and approved messaging channels.
• Monitor outstanding concerns, follow up proactively, record progress and ensure completed cases are closed with appropriate evidence.
• Escalate urgent, high-risk, safeguarding-related or repeatedly unresolved property issues to the designated manager without delay.

2. Communication and Stakeholder Coordination

• Serve as a key administrative contact between property staff, landlords, contractors, service providers and SSV management.
• Monitor and respond professionally to property-related emails, calls, messages and voi cemail s within agreed response times.
• Provide clear updates on appointments, repair status, inspections, delays, access requirements and completed work.
• Follow up on pending responses and maintain an accurate communication trail for each property issue.

3. Property Compliance and Documentation

• Maintain a schedule of expiry and renewal dates for property-related certificates, assessments and insurance documentation.
• Arrange or support the booking of Gas Safety Certificates, fire extinguisher servicing, PAT testing, Fire Risk Assessments and Legionella Risk Assessments.
• Request renewal certificates and supporting documents, verify that records are complete, and file them in the correct location.
• Notify management of upcoming expiries, missed appointments, overdue documentation or identified compliance risks.

4. Property Logs and Management Reporting

• Maintain daily property concern logs, maintenance trackers, spreadsheets and databases with accurate and current information.
• Monitor staff completion of daily property logs, including confirmation of 'No Concern' where no issue is reported.
• Track open actions, due dates, repair completion and unresolved risks, and provide regular status updates to management.
• Keep supporting evidence, correspondence and completion records organised and audit-ready.

5. Contractor, Quotation and Invoice Administration

• Research suitable contractors and suppliers based on service needs, location, availability, cost and reliability.
• Obtain and compare quotations for proposed works and present options for approval in line with SSV processes.
• Book approved contractors, confirm appointment details, and track attendance and completion of work.
• Collect invoices, verify that they relate to completed or authorised work, and attach them to the relevant tracker for payment processing.
• Generate property-related invoices or payment documentation when assigned and maintain clear supporting records.

6. Deliveries, Inventory and Procurement Support

• Monitor expected parcel and equipment deliveries through the designated tracker.
• Confirm receipt with property staff, investigate missing or delayed items, and update delivery records promptly.
• Research potential sellers and purchasing options for property supplies, furniture or equipment using approved vendors and marketplaces.
• Support procurement activity by documenting options, prices and order or delivery status.

7. Council Tax and Utility Administration

• Support the set-up and maintenance of council tax accounts for applicable SSV properties.
• Prepare and submit council tax exemption applications where applicable and authorised.
• Update the relevant tracker and securely save account records, correspondence and supporting documents.
• Follow up with councils or service providers on outstanding actions and escalate material issues.

8. Additional Property and Operational Administration

• Manage property-related calendars, draft letters and maintenance requests, and maintain organised electronic files.
• Update the handyman's daily attendance and timesheet records accurately and on time.
• File assigned young-person medication tracker lists and monthly reports in the designated secure folders, following confidentiality and access-control requirements.
• Complete other reasonable property or operational administration tasks assigned by the line manager.

Core Competencies

• Attention to Detail - Maintains accurate property records, trackers, certificates, invoices, and supporting documentation.
• Organisation & Time Management - Manages multiple maintenance concerns, appointments, renewals, and deadlines efficiently.
• Communication & Coordination - Communicates clearly and professionally with staff, landlords, contractors, service providers, and management.
• Problem-Solving Skills - Assesses property concerns, researches suitable solutions, and takes appropriate action to resolve issues.
• Contractor & Supplier Management - Coordinates contractors, obtains quotations, compares options, and monitors work through completion.
• Compliance Awareness - Monitors property certification and renewal requirements and escalates overdue or high-risk matters promptly.
• Accountability & Follow-Through - Takes ownership of property concerns and ensures actions are monitored through to completion and closure.
• Administrative & Technical Proficiency - Confidently uses spreadsheets, trackers, shared drives, email, calendars, and communication platforms.
• Prioritisation & Risk Awareness - Recognises urgent maintenance, safety, safeguarding, and compliance concerns requiring immediate escalation.
• Confidentiality & Data Security - Handles property, staff, financial, and young-person information securely and responsibly.