Maintenance Service Administrative Assistant (Maternity Cover)

This is a job working for Ongo.

Salary £23,556 pro rata

Job Summary

This role supports the effective delivery of maintenance services by coordinating tasks, managing scheduling systems, and ensuring service KPIs are met. The post holder will work in a fast-paced environment, often under pressure, and must be flexible to adapt to changing priorities. They will liaise with contractors and internal teams, ensuring a high standard of customer service and operational efficiency.

Benefits of working with Ongo include:

• 30 days paid holiday plus bank holidays and your birthday off
• Exceptional leave
• 15 hours per year paid volunteering
• Annual pay review
• Mileage reimbursement at 45p per mile
• Free parking (pass provided)
• “No sick days” voucher
• 9.5% pension contribution (Aviva)
• 3x salary life assurance policy
• Enhanced maternity/paternity pay
• Simply Health package (including Pro-counselling for family members)
• Housing Perks
• Agile working
• Home working equipment provided
• Local gym discounts
• Discounts at Costa and Starbucks (town centre)
• Car lease scheme

Main Responsibilities

• The post holder will be expected to be aware of safeguarding vulnerable adults and children and report any concerns via Ongo’s Safeguarding policies and procedures.
• To provide support and assistance to the section in the carrying out of its responsibilities.
• To deal with enquiries from external companies other departments and colleagues etc. And give advice and guidance where possible.
• To provide and request information from internal and external agencies to ensure that smooth communication flows to all stakeholders.
• To set up spreadsheets for the service and work to maintain accurate records including recording of certificates etc within generic computer systems.
• To raise all recharges for repairs and empty homes.
• To deal with general correspondence by e-mail, letter and word of mouth.
• To be responsible for raising pop orders for maintenance an ensuring they are followed up and processed within timescales.
• To be responsible for all housing in QL (closing jobs down, changing the status and financial completion of all works)
• Make sure that all invoice matching is completed for payment.
• Raise work in QL as and when required to help works planners with workloads.
• Any other duties pertaining to the post.
• Record Stages of empty homes process, manage key movements and notify utilities for the completion of works within empty homes.
• Communicating with contractors especially with regard to utilities for certificates to allow properties to be let within our performance targets and let properties in a timely manner so we can provided VFM

Skills, Competence, Experience Required

Identify the key skills, competence and experience required for the role and include any relevant qualifications

• High standard of computer literacy; proficient in Microsoft Office.
• Experience using work scheduling systems in a maintenance environment.
• Excellent communication skills, both written and verbal.
• Ability to work independently and as part of a team.
• Experience in a busy office dealing with technical work.
• Strong organisational skills and ability to prioritise under pressure.
• Flexible, proactive, and customer-focused approach.
• Understanding of Health & Safety, particularly property compliance certifications.
• Ability to represent Ongo positively and professionally.

We are committed to building an inclusive workplace that reflects the diversity of the communities we serve. We welcome applications from individuals of all backgrounds, including those from ethnically diverse communities, disabled individuals, and others who may require workplace adjustments. If you require any support during the application process, please let us know, and we will be happy to assist