PPM Administrator

Daniel Owen Ltd; City of Westminster; On-site; GBP 60,000 - 80,000; Full time

Job summary

A leading property management company in the City of Westminster is seeking a PPM Administrator for a permanent office-based role. You will provide vital administrative support to ensure efficient delivery of planned maintenance programs and manage Stage 1 complaints in compliance with policies. The role requires strong communication skills and an attention to detail, along with engaging sensitively with residents to facilitate access for necessary inspections or works. Salary is up to £30.5K per annum.

Qualifications

• Experience in administrative support within property management or related field.
• Strong written and verbal communication skills.
• Ability to manage time effectively and prioritize tasks.

Responsibilities

• Provide administrative support to ensure effective delivery of maintenance programs.
• Manage and respond to Stage 1 complaints per policies and timescales.
• Engage with residents to facilitate access for inspections or works.

Skills

Administrative support

Complaint handling

Communication skills

Attention to detail

Problem-solving

Job description

PPM Administrator/Stage 1 Complaints
Permanent
Office based
East London
08:00am till 17:30pm
Paying up to £30.5K per annum

PPM Administration

• Provide administrative support to the PPM team to ensure planned maintenance programmes are delivered efficiently and on schedule.

• Maintain accurate records relating to inspections, works orders, contractor appointments, and compliance data.

• Liaise with contractors, surveyors, and internal teams to coordinate appointments and access arrangements.

• Update housing management and asset management systems with relevant information and documentation.

• Prepare reports, correspondence, and schedules relating to PPM activities.

Stage 1 Complaints Handling

• Manage and respond to Stage 1 complaints in line with organisational policies and regulatory timescales.

• Investigate complaints by liaising with residents, contractors, and internal teams to gather relevant information.

• Draft clear, empathetic, and accurate written responses that address concerns and outline resolutions.

• Identify trends and learning points from complaints to support service improvement.

• Ensure all complaint records are logged and updated accurately on the relevant systems.

Resident Engagement & No Access Support

• Assist with the delivery of no-access letters to residents' homes where access has not been gained for inspections or works.

• Engage with residents professionally and sensitively, explaining the purpose of visits and the importance of access.

• Record outcomes of visits accurately and feedback information to the PPM team.

• Support compliance and statutory access requirements by following agreed procedures.