[Hiring] AIRE Assurance Coordinator @Clearsprings Ready Homes Limited

Role Description

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

• Act as a primary point of contact for landlord phone calls and emails on issues related to certification and licensing.
• Assist with the reviewing and renewal of all relevant certificates and licenses.
• 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.
• Keep property management systems (PMS), databases, digital folders, and physical paper files accurate and up to date.
• Help track regulatory deadlines (such as safety inspections and local property standards) to ensure the portfolio stays compliant.
• Ensure all certifications and licensing applications within the assigned area are completed within the required timescale.
• Ensure that the relevant fire risk assessment provided is compiled in accordance with 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 tasked out to the most cost-effective and timely solution.
• Liaise with team members to ensure audits are carried out on certifications and licenses.
• Manage and close completed maintenance requests.
• Support Head of the Department and the team with specific tasks as directed.
• Liaise with internal and external stakeholders to ensure required tasks are completed correctly.
• Keep internal property management system and other systems updated as required.
• Action any task that is reasonable and within capabilities.
• Provide support and feedback to internal and external stakeholders in a constructive manner.
• Actively participate in problem-solving initiatives.
• Identify root cause problems while looking for process improvements.
• Coach and develop members to achieve and succeed in their objectives.
• Act as a mentor and role model for staff.
• Work closely with 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.
• Identify improvements in processes and management information.
• 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 ensure that personal learning is kept up to date and be open to new development opportunities.
• 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.
• Ensure personal data is kept securely and not disclosed to unauthorized third parties.
• Perform any other duties within the scope of responsibility and ability as required.
• Maintain a good understanding of the legislation of the contract.
• Learn, understand, and operate within contractual guidelines and service requirements.
• 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, licenses, or professional registrations.
• Act professionally and respectfully when working with colleagues, residents, service users, partners, and stakeholders.

Qualifications

• Experience in administrative work (preferably in a property setting).
• Good working knowledge of Microsoft Excel.

Requirements

• Proven experience in real estate management, certification, licensing, or property services at 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.
• Solution-focused with 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.

Benefits

• 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.