Third Party Management Assistant

The Methodist Church in Britain; England; Hybrid; GBP 21,000 - 32,000; Full time

Benefits offered by this job

High street discount schemes

Health cash plans

26 days annual leave (rising to 29)

Flexible bank holidays

Car leasing scheme

Hybrid working

Optional nine-day fortnight

Job summary

PA Housing is seeking an administrative professional to support the Neighbourhoods team and the Third Party Management function. The role focuses on contract administration, maintaining records and trackers, processing invoices and orders, and providing responsive customer service to residents and contractors.

The post requires proactive minute-taking, strong organisation, and experience with internal systems.

Qualifications

• Experience in an administrative role.
• Experience dealing with customers, contractors and internal teams.
• Experience taking accurate minutes and producing clear reports.
• Experience handling invoices, purchase orders and reconciliations.

Responsibilities

• Provide day to day administrative and coordination support to the Third Party Management team.
• Maintain accurate records for contracts, variations, performance information and compliance requirements.
• Update trackers, collate information and prepare reports to support contract monitoring and decision making.
• Process purchase orders, work orders and invoices in line with financial procedures.
• Respond to enquiries by email, telephone and face to face, ensuring customers receive a timely and helpful service.
• Take minutes at contract review meetings, resident meetings and internal team meetings.
• Maintain accurate information across systems including NEC, Halo, SharePoint and central trackers.
• Support projects by coordinating information between internal teams, managing agents and residents.
• Work closely with Neighbourhood Coordinators and Third Party Management Officers to provide a joined up service.
• Build positive relationships with contractors and other external stakeholders to support contract performance and resident satisfaction.
• Help ensure information is clear, accurate and available to support compliance and audit requirements.
• Look for ways to improve processes, strengthen service delivery and provide better outcomes for residents.

Skills

Highly organised

Attention to detail

Analytical thinking

Customer service

Relationship building

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

SharePoint

Job description

An administrative post in the Neighbourhoods team at PA Housing, supporting the Third Party Management team across homeownership schemes. The work centres on contract administration, keeping records and trackers accurate, and handling purchase orders and invoices in line with financial procedures. It is hybrid, with two to three office days a week once settled, and an optional nine-day fortnight. Experience with invoices, minute-taking and dealing with contractors and residents is central to fit.

What the job involves

• Provide day to day administrative and coordination support to the Third Party Management team
• Maintain accurate records for contracts, variations, performance information and compliance requirements
• Update trackers, collate information and prepare reports to support contract monitoring and decision making
• Process purchase orders, work orders and invoices in line with financial procedures
• Respond to enquiries by email, telephone and face to face, ensuring customers receive a timely and helpful service
• Take minutes at contract review meetings, resident meetings and internal team meetings
• Maintain accurate and up to date information across systems including NEC, Halo, SharePoint and central trackers
• Support projects by coordinating information between internal teams, managing agents and residents
• Work closely with Neighbourhood Coordinators and Third Party Management Officers to provide a joined up service
• Build positive relationships with contractors and other external stakeholders to support contract performance and resident satisfaction
• Help ensure information is clear, accurate and available to support compliance and audit requirements
• Look for ways to improve processes, strengthen service delivery and provide better outcomes for residents

Experience

• Experience in an administrative role
• Experience dealing with customers, contractors and internal teams
• Experience taking accurate minutes and producing clear reports
• Experience handling invoices, purchase orders and reconciliations

Skills & knowledge

• Highly organised and able to manage several tasks and deadlines at once
• Good attention to detail and accurate record keeping
• Confident using Microsoft Word, Excel and Outlook
• Ability to analyse information and present it clearly
• Understanding of customer service and building positive relationships
• Understanding of social housing, property services or estate management

Other

• Proactive, adaptable and comfortable using initiative
• Positive, collaborative and solutions focused approach

Nice to have

• Experience in contract management or service delivery

What’s offered

• High street discount schemes
• Health cash plans
• 26 days' annual leave, rising to 29 after three years, with the option to buy more
• Flexible bank holidays
• Car leasing scheme
• Hybrid working
• Optional nine-day fortnight scheme