AIRE Assurance Coordinator (Certification and Licensing) (Ref:CRH387)

Job title: AIRE Assurance Coordinator (Certification and Licensing)

Department: Compliance

Reporting to: Head of Certification and Licencing

Location: Remote

Contract type: Permanent

Hours of work: 40 hours p/w (Mon - Friday, 8:30am - 5pm)

Salary: £26,000.00 - £33,800.00 per annum

The AIRE Assurance Coordinator supports the Certification and Licensing Team with various administrative duties.

Key Relationships:

Working directly for a team leader on a day-to-day basis, the AIRE Assurance Coordinator helps and supports the Head of Department in compiling reports required for monthly meetings and UKVI adhoc requests. As well as ensuring budgets remain within agreed and established boundaries.



Scope and Decision Making:

The ideal candidate is able to work independently and collaboratively and is proactive in engaging with work.

Core Responsibilities:

• Landlord and Lease Administration:
• Act as a primary point of contact for landlord phone calls, emails on issues related to certification and licencing.
• Assist with the reviewing and renewal of all relevant certificates and licences.
• Maintenance and Repair Coordination:
• Schedule and log day-to-day and cyclical building maintenance appointments in liaison with the field teams.
• Check work completion against approvals, and pass records to the finance department.
• Track property service requests and follow up on outstanding repairs.
• Database and Record Maintenance:
• Keep property management systems (PMS), databases, digital folders, and physical paper files accurate and up to date.
• Compliance Support:
• Help track regulatory deadlines (such as safety inspections and local property standards) to ensure the portfolio stays compliant. 

Procedures:

• Ensure all certifications and licensing applications within the assigned area are being completed within the required timescale
• Ensure that the relevant fire risk assessment provided are compiled in accordance with the current British Standards
• Ensure that the relevant fire risk assessment actions are completed and documented by third parties
• Liaise with team members to ensure all certifications and licensing are being tasked out to the most cost effective and timely solution
• Liaise with team members to ensure audits are carried out to certifications and licenses
• Manage and close completed not closed maintenance requests
• Support Head of the Department and the team with specific tasks as directed
• Liaise with internal and external stakeholders and ensure required tasks are completed correctly
• Keep our internal property management system, and other systems updated as required
• Action any task that is considered to be reasonable and within your capabilities
• Provide support and feedback where needed to internal and external stakeholder in a constructive manner
• Actively participate in problem solving initiatives
• Actively identify root cause problems while looking for process improvements
• Coach and develop members to achieve and succeed their objectives
• Act as mentor and role model for staff

Connect and Collaborate:

• Work closely with your line manager, team members and other teams
• Collaborate with others, attending meetings as required
• Support team members and provide on-the-job training
• Provide cover for other staff as agreed by line manager
• Report on and advise Senior Managers of team development needs
• Work together to identify improvements in processes and management information

Responsive:

• Keep up-to-date with all written and verbal communications (i.e. emails / messages / calls)
• Ensure all records are maintained and kept up-to-date according to company policies and procedures
• Proactively ensures that their own learning is kept up to date and is open to new development opportunities

Talented:

• Monitor own work levels, progress and development in the role
• Undertake all core learning and development programmes as required
• Undertake relevant learning according to agreed Personal Development Plan

Trusted:

• All employees are responsible for ensuring any personal data which Clearsprings Group holds and for which they are responsible, is kept securely and is not under any conditions disclosed to any third party unless that third party has been specifically authorised by Clearsprings Group to receive that information and has entered into a confidentiality agreement.

Agile and Diverse

• Any other duties within the scope of responsibility and ability, as required, inclusive of providing similar support to any other local company project

Professional

• Maintain a good understanding of the legislation of the contract
• Learn, understand and operate within contractual guidelines and service requirements

Safeguarding, Compliance and Conduct:

• Comply with all company policies, procedures, professional standards and contractual requirements relevant to the role.
• Promote safeguarding, confidentiality, data protection, health and safety, equality, diversity and inclusion in all areas of work.
• Complete mandatory training and maintain any required vetting, checks, licences or professional registrations.
• Act professionally and respectfully when working with colleagues, residents, service users, partners and stakeholders

Person Specification

The person specification must be directly linked to the duties of the role. Criteria should be objective, measurable and assessable through application, interview or selection activity.

Essential Criteria:

The candidate must have experience in administrative work (preferably in a property setting) and good working knowledge of Microsoft Excel.

Knowledge and Experience:

• Proven experience in real estate management, certification, licencing or property services at a local authorities or social housing
• Proficient in Microsoft Office applications, specifically Excel
• Adept at handling a large volume of both verbal and written enquiries in a timely and professional manner         

Skills and Abilities:

• Solution focused and a good understanding of customer service
• Ability to work under minimal supervision
• Able to manage multiple deadlines and competing priorities
• Computer skills using Word, PowerPoint and excel

Desirable Criteria:

• The candidate should be passionate about working in real estate, have basic knowledge of the real estate sector and they have previous working experience in one of the following areas: real estate management, certification, licencing or property services at a local authorities or social housing.

Knowledge and Experience:

• Skilled in operating within high-pressure environments, with the ability to prioritise and manage competing demands efficiently           
• Proficient in Microsoft Office applications, including Word, Excel (essential), PowerPoint, and Outlook        
• Competent in managing multiple shared inboxes with high volumes of correspondence            

Skills and Abilities:

• Solution focused and a good understanding of customer service
• Ability to work under minimal supervision
• Able to manage multiple deadlines and competing priorities
• Computer skills using Word, PowerPoint and excel

Behaviours and Values:

• Excellent communication skills both written and verbal
• Positive & enthusiastic
• Good listening skills

• 25 days annual leave plus national bank holidays
• Westfield Health Membership (offering cashback on health services plus discounts for retailers and gym memberships)
• Life Cover (2 x basic salary)
• Employer pension contribution (4% employer, 4% employee)
• Laptop/Phone/other equipment if required as part of job role
• Referral Scheme

Diversity Statement

Clearsprings Group is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Modern Slavery Statement

Clearsprings Groups conduct robust checks on any new employee including eligibility to work in the UK to safeguard against human trafficking or individuals being forced to work against their will.

Safeguarding Statement

Clearsprings Group is committed to Safeguarding and promoting the welfare of children, young people and adults at risk, and expect all employees to share this commitment.

All successful applicants will be required to undertake a satisfactory DBS check in line with their job role.

This role is not open to applications from those who will require sponsorship under the points-based system. Should you apply for this role and be found to require sponsorship, your application will be rejected, and any provisional offer withdrawn.

We reserve the right to close the advert early if there is a higher level of interest that expected.