Property Compliance Coordinator

Property Compliance Coordinator

About the role

The postholder will be responsible for coordinating Sage’s landlord property compliance information and records, as well as providing administrative support for all property related activities to ensure we achieve our aim to be a first-class provider of affordable homes. The postholder will also coordinate the information we receive from our Project Managers on the new homes we acquire from our developers, to ensure our property data is high quality and up to date at all times.

Finally, this role will work closely with colleagues across the business and with our managing agents to continuously identify ways to ensure that our data and records meet our high property compliance standards.

Key duties

Property Compliance

• Responsible for checking that pre-handover of new homes, all property compliance data and records (such as safety certification) are complete, accurate and up to date, raising with our Project Managers any ‘open’ issues (gaps, errors etc) and continuing to monitor them until they are compliant
• Responsible for updating the Property Compliance workbooks for key compliance areas, gas, electrical safety, fire safety and legionella safety. This includes routinely checking that compliant certificates have been received and recorded, and updating the status on the workbooks, highlighting any non-compliance
• Responsible for coordinating Sage’s landlord safety performance status, which will be reported on by the Head of Property Compliance & Assets. The data will come from the Property Compliance workbooks and so the Coordinator is responsible for ensuring they are up to date and accurate with all of Sage’s homes, and updated daily with certificate dates and status
• Responsible for checking the certificates received for gas and electrical safety against Sage’s standards, to ensure they are compliant, and liaising with Project Managers where they are found to be non-compliant, to get them reissued by developers
• Responsible for coordinating data on Sage’s communal areas, to update the register of communal areas, to enable fire risk assessments (FRA) and legionella risk assessments (LRA) to be completed on those areas
• Responsible for tracking where FRAs and LRAs have been completed and ensuring that actions recommended in the assessments are recorded in an action tracker. Responsible for monitoring the actions and updating their status until they are achieved/compliant
• Coordinate communications, recommendations or requests for information from safety enforcement agencies and fire authorities on matters of landlord compliance and best practice
• Keep clear records of these, in order for Sage to report on and learn from them
• Responsible for liaising with Sage’s managing agents regarding property compliance information, such as providing updates about new sites handing over. There will also be liaison required with Sage’s Management Companies to ensure their compliance, for example where they are responsible for carrying out FRAs, to ensure Sage has received a copy for review

Property administration

• Provide support to the Homeownership Services and Letting Services teams to ensure all property data and documents are recorded prior to tenancies commencing. Accountable for ensuring all required data and documents is stored, and for tracking and monitoring any outstanding information until ‘open’ issues are resolved
• Support with general administrative tasks relating to property and operations services, such as coordinating regular handover meetings, or taking action points at meetings
• Support colleagues with the reporting and monitoring of defect repairs, through taking the information from residents, reporting it to defect customer care teams, recording them on our database and follow up and check if they have been completed
• Establish excellent working relationships across Sage to best achieve the role and support colleagues in their roles to achieve Sage’s collective strategic priorities
• Be responsible for your own health and safety, for adhering to Sage’s Health and Safety policies and for your colleagues

About you

• Experience of coordinating data inputting and monitoring, using a database and analysing data
• Experience of checking documents comply with required standards
• Knowledge of property compliance or the affordable housing sector or landlord services
• Excellent personal responsibility and working with initiative
• Excellent attention to detail and works in a careful, considered way
• You are self-driven, accountable and embrace change and opportunity
• You’re pro-active and take a creative approach to problem solving, checking in to ensure your ideas are workable
• You are decisive whilst working at a quick pace
• You put the customer at the heart of everything you do
• You are good at identifying risks, using your analytical skills to understand potential issues and how to avoid them

To apply for this role, or for more information, please click the apply button.