Shared Spaces Contract Coordinator

Job Title: Shared Spaces Contract Coordinator
Contract Type: Permanent
Salary: £32,376.39 (£35,548.40 is achieved after 12 months successful performance in the role)
Working Hours: 35 hours per week
Working Pattern: Monday to Friday
Location: Liverpool / Hybrid

If you share our values and are excited about making a significant impact at Riverside, please ensure you attach a current CV and covering letter. At Riverside we recruit to potential not just on skills and experience, so we encourage you to apply even if you don't meet all the essential criteria on the job description.

The difference you will make as Shared Spaces Contract Coordinator

In this role you will support the Contract Manager/Contract Officers by co-ordinating compliance activity and administering compliance systems and maintenance and services contracts, to ensure adherence to statutory and regulatory requirements, providing efficient and effective planning, administrative and technical support as required. Ensuring any risks or service failure identified and recommendations are actioned appropriately, raising referrals through to tenancy support to address breaches and raising works orders through to our external suppliers and supporting customer resolution and service charge queries.

About you

We are looking for someone with:

• Experience of working within a Building safety, Asset, estate, environmental or health and safety team, ideally supporting building safety inspections.
• Experience with raising orders, monitoring and tracking completion.
• Effective contract management skills, including supporting the management of service and maintenance contracts.
• Ability to successfully work with and update, persuade and influence others.
• Customer focused with excellent written and verbal communication skills, with the ability to work at all levels within the business.
• Results driven with strong analytical skills, including the ability to critically analyse information, and experience of providing meaningful management information.
• Excellent team player who can work flexibly to meet business requirements.
• Proficient in the use of Microsoft Office.

Why Riverside?

At Riverside, we’re a housing association with a difference – enhancing the everyday for all our customers. For 90 years, we’ve been revitalising neighbourhoods and supporting communities by providing the homes they need to live full, fulfilling and rewarding lives.

We have a portfolio of over 75,000 affordable residential and retirement homes across the UK. Our work ranges from homelessness services to social care, employment support to retirement living, and we need the best people on board to help us.

Working with us, you’ll enjoy:

• Competitive pay & generous pension
• 28 days holidays plus bank holidays
• Investment in your learning, personal development and technology
• A wide range of benefits

Diversity and Inclusion at Riverside:

We are inclusive. At Riverside, we value diversity in all its forms. We foster a workplace where all individuals are respected, empowered, and heard. Our commitment to inclusivity drives our success and enriches the lives of our customers and colleagues.

Applications may close before the deadline, so please apply early to be considered.

Role Profile

Support the Contract Manager/Contract Officers by co-ordinating compliance activity and administering compliance systems and maintenance and services contracts, to ensure adherence to statutory and regulatory requirements, providing efficient and effective planning, administrative and technical support as required. Ensuring any risks or service failure identified and recommendations are actioned appropriately, raising referrals through to tenancy support to address breaches and raising works orders through to our external suppliers and supporting customer resolution and service charge queries.

Role requires you to:

• Support the Contract Manager with service delivery, contract management, risk management, monitor controls measures for one of the following areas;
• Internal cleaning - Communal cleaning & Windows, pest control, playground maintenance and gutter cleaning
• External environment - Grounds maintenance & Trees management, roads, footpaths carpark maintenance, fly-tipping, bulk waste removal waste management.
• Mechanical Equipment - Access Control, Door entry, Auto Doors, gates, & barriers, intruder alarms, security CCTV
• Electrical Equipment – EICR Program, ECP, lightning conductors, street lighting, TV ariels, fibre optics, PAT/FAT testing and fall arrest.
• Plant Rooms etc - Communal Plant - Water distribution, heat networks, energy supply DSEAR assessments, ventilation, Renewable Technology.
• Lifting Equipment - Domestic, communal & Commercial lifting equipment
• Asbestos – ACM materials, radon gas and other hazardous materials
• Support the management of day to day contract management services, commissioning appropriate work orders (, including monitoring progress to completion, ensuring contract obligations are fulfilled in line with agreed performance frameworks, identifying under performance and escalating via agreed routes
• Administrate all transactions within our job management and compliance system, managing all supply chain enquiries and support proactive communication and reactive communication around service delivery for the site based colleagues and maintain accurate compliance records.
• Monitor the progress of compliance works, including works carried out by third-party contractors, ensuring contract obligations are fulfilled in line with agreed performance frameworks, and under performance is escalated via agreed routes.
• Management of site activity (records of inspections and outcomes), including checking, processing, communicating to appropriate stakeholders, storage and provision of surveys to internal and external stakeholders.
• Manage enquiries effectively, providing clear, supportive, and accurate advice or signposting as appropriate, escalating complaints and complex queries via the appropriate channels to ensure effective resolution.
• Co-ordinate compliance activities for a range of stakeholders, including contractors, consultants, Group colleagues and customers, to ensure compliance works are carried out effectively and in line with statutory and regulatory requirements.
• Assist in monitoring progress of compliance works, including works carried out by third-party contractors, ensuring contract obligations are fulfilled in line with agreed performance frameworks, and under performance is escalated via agreed routes.
• Co-ordinate post inspections of works to ensure adherence to specifications and work orders and compliance with statutory and regulatory requirements and Group policies and standards.
• Maintain accurate compliance records, including logging of reports, risk assessments and certificates using appropriate systems, ensuring the integrity and quality of data to enable regular analysis to be carried out and reporting to be completed as required.
• Provide a range of administrative support to the Compliance Teams, including preparing and providing work orders, resolving invoice queries, running reports, and producing budgetary and performance information as required to ensure compliance activity is carried out effectively and in line with statutory and regulatory requirements.
• Support the Contract Managers/Compliance Officers as required in the management of compliance certificate activity, including checking, processing, communicating to appropriate stakeholders, storage and anniversary planning to ensure robust compliance across the Group.
• Process payments for approved contracted works as required, ensuring expenditure is robustly managed in line with the Group’s financial controls.
• Manage internal and external stakeholders effectively, including colleagues, third-party suppliers, solicitors, and Environmental Health Officers, providing advice and support, and building constructive working relationships to effectively deliver the Group’s compliance objectives.
• Co-ordinate access to shared spaces for a range of stakeholders, including contractors, consultants.
• Ensure internal business processes are followed in line with the Group’s policy, procedures, and statutory requirements.
• Contribute to the continuous improvement of processes and procedures.
• Respond flexibly to any necessary changes in work priorities and undertake other duties when required to support the effective operation of the service.
• Ensure that all data protection requirements are met in accordance with the Group’s policy, procedures, and statutory requirements.
• Ensure that health and safety requirements are met in accordance with the Group’s policy, procedures, and statutory requirements.

Person specification

Essential

• Experience of working within a Building safety, Asset, estate, environmental or health and safety team, ideally supporting building safety inspections.
• Experience with raising orders, monitoring and tracking completion.
• Effective contract management skills, including supporting the management of service and maintenance contracts.
• Ability to successfully work with and update, persuade and influence others.
• Customer focused with excellent written and verbal communication skills, with the ability to work at all levels within the business.
• Results driven with strong analytical skills, including the ability to critically analyse information, and experience of providing meaningful management information.
• Excellent team player who can work flexibly to meet business requirements.
• Proficient in the use of Microsoft Office.
• Knowledge of Compliance Information and Communications Technology (ICT) systems including Housing Management Systems e.g., Academy/Open Housing management, C365, Promaster.

Desirable

• Knowledge of and experience using Open Housing, or a similar Housing Management System
• Experience of successfully undertaking a similar role in asset compliance or health and safety, supporting compliance teams, and carrying out a range of co-ordinator and administrative duties.