Job Title: Voids Coordinator
Contract Type: Permanent
Salary: £33,771 Per Annum
Working Hours: 35 hours per week
Working Pattern: Monday-Friday, Hybrid
Location: London
If you share our values and are excited about making a significant impact at Riverside, please ensure you attach a current CV and covering letter. At Riverside we recruit to potential not just on skills and experience, so we encourage you to apply even if you don't meet all the essential criteria on the job description.
The difference you will make as an Voids Coordinator
To coordinate and oversee the administrative processes related to void property management, ensuring the efficient delivery of void works through contractors or Direct Labour. The role is pivotal in minimising void turnaround times and ensuring properties are ready for re-letting promptly with all relevant compliance checks and to a high standard.
About You
We are looking for someone who has:
* Proven experience in an administrative or coordination role, preferably within property management, housing, or construction.
* Strong organisational and time-management skills, with the ability to manage multiple tasks and priorities.
* Excellent communication skills, both written and verbal, with the ability to liaise effectively with contractors, operatives, and internal teams.
Why Riverside?
At Riverside, we’re a housing association with a difference – enhancing the everyday for all our customers. For 90 years, we’ve been revitalising neighbourhoods and supporting communities by providing the homes they need to live full, fulfilling and rewarding lives.
We have a portfolio of over 75,000 affordable residential and retirement homes across the UK. Our work ranges from homelessness services to social care, employment support to retirement living, and we need the best people on board to help us.
Working With Us, You’ll Enjoy
* Competitive pay & generous pension
* 28 days holidays plus bank holidays
* Flexible working options available
* Investment in your learning, personal development and technology
* A wide range of benefits
Diversity And Inclusion At Riverside
We are inclusive. At Riverside, we value diversity in all its forms. We foster a workplace where all individuals are respected, empowered, and heard. Our commitment to inclusivity drives our success and enriches the lives of our customers and colleagues.
Riverside is a Disability Confident Employer and operates a Guaranteed Interview Scheme for any applicant who declares they have a disability. If the applicant meets the minimum requirements for the role (as set out in the role profile and/or person specification) they will be guaranteed an interview.
Applications may close before the deadline, so please apply early to avoid disappointment.
Role Profile
* Act as the central point of contact for all void-related activities, ensuring seamless communication between contractors, DLO teams, and internal stakeholders.
* Manage and update void workflows in relevant systems, ensuring accurate and timely record-keeping.
* Maintain comprehensive documentation for all void properties, including inspection reports, schedules of works, and completion certificates along with all compliance certification such as gas records, electric checks and energy performance information.
* Keep Energy Angels portal updated with void property notices to ensure power to properties in restored, minimising delays to void periods as well as promoting energy savings, by coordinating new smart meter installations
* Scheduling and Work Allocation
* Coordinate the scheduling of void inspections, repairs, and handovers with contractors and DLO teams.
* Monitor work allocations to ensure timely delivery of void-related tasks.
* Address any scheduling conflicts or delays by reassigning tasks or escalating issues to the Void Manager.
* Ensure all relevant documentation including compliance certification and specification records are saved to file
* Contractor and DLO
* Issue job orders and schedules of work to contractors and DLO team, ensuring clarity of requirements and deadlines.
* Track progress of void works and communicate updates to all stakeholders.
* Resolve any queries or issues raised by contractors or operatives during the void process.
* Raising orders to suppliers for flooring, pest control, environmental cleans, glazing units and other works
* Ensure that Purchase orders are raised for contractors prior to works commencing
* Reporting and Monitoring
* Regularly update void status reports and provide performance updates to managers and relevant teams.
* Monitor contractor and DLO performance against key performance indicators (KPIs), including timeframes, quality standards, and payments.
* Highlight risks or delays in the void process and propose solutions to mitigate impact.
* Customer Service and Stakeholder Communication
* Liaise with lettings teams, housing officers, and other stakeholders to ensure smooth handover of properties once works are completed.
* Respond to enquiries related to voids, providing clear and timely information to stakeholders.
* Maintain a customer-focused approach, ensuring tenant-ready properties meet organizational standards.
* Promote customer care, equality and diversity best practice
* Compliance and Process Improvement
* Ensure all void-related activities comply with organisational policies, health and safety regulations, and industry standards, including but not limited to gas and electrical certification, asbestos surveys and energy performance certification.
* Identify areas for improvement within void processes and contribute to the development of more efficient systems.
Person specification
Essential
Knowledge, Skills and Experience
* Proven experience in an administrative or coordination role, preferably within property management, housing, or construction.
* Strong organisational and time-management skills, with the ability to manage multiple tasks and priorities.
* Excellent communication skills, both written and verbal, with the ability to liaise effectively with contractors, operatives, and internal teams.
* Proficiency in using IT systems, including housing management software, scheduling tools, and Microsoft Office.
* Able to demonstrate an excellent knowledge of Excel for creating, maintaining spreadsheets with use of formulae to calculate performance data
* Able to demonstrate decision making for cost effective repairs, expenditure and prioritising resources
Desirable
* Understanding of void processes and the importance of timely property turnaround.
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