Building Safety Administrator Croydon

POSITION Building Safety Administrator
REPORTING TO Head of Building Safety
HOURS OF WORK 9.00am to 5.30pm
BENEFITS PACKAGE C
LOCATION Croydon/Flexible
DIVISION Property Management / Building Safety
QUALIFICATION LEVEL Maths and English at GCSE (A-C) or equivalent

Company Profile
The Vegner Group Ltd is a forward-thinking provider of collective services, including property
management and building surveying, supported by back-office solutions for property professionals
serving the leasehold market. The Group's essential services help clients meet statutory and regulatory
requirements throughout the building management life cycle. We are driven by our duty of care to clients
and partners and deliver services to a high standard with meticulous attention to detail.
Role Purpose
The Building Safety Administrator provides high-quality administrative and coordination support to the
Head of Building Safety and the wider Building Safety function. The role supports the timely, accurate
and auditable management of higher-risk building (HRB) compliance activity, documentation and
communications.
This role will require a person to be able to learn quickly and be able to prioritise as they will be covering
several different jobs. The ability to multi-task is therefore essential.
The postholder will maintain records and trackers, coordinate information requests and meetings,
support the preparation of building safety documentation, and follow up actions with Property Managers,
clients, consultants, contractors and other stakeholders. The role requires a highly organised, accurate
and customer-focused administrator who can manage competing priorities, work to deadlines and
escalate issues appropriately.

Primary Responsibilities

• Provide day-to-day administrative support to the Head of Building Safety and wider building safety function, including diary management, meeting coordination, correspondence and document preparation.
• Maintain accurate, controlled and auditable records for higher-risk buildings across internal systems, databases, portals and shared filing locations.
• Support the preparation, indexing, checking and upkeep of higher-risk building registration files, safety case information, resident engagement documentation, mandatory occurrence reporting records and associated compliance evidence.
• Coordinate requests for building safety information from Property Managers, clients, consultants, contractors and other stakeholders; log responses and identify missing information for follow-up.
• Maintain HRB compliance trackers, action logs, dashboards and deadlines; monitor progress, chase outstanding actions and highlight overdue or incomplete items to the Head of Building Safety.
• Support the development and maintenance of templates, trackers, guidance notes and process documentation to promote consistent building safety delivery.
• Assist with the onboarding and administration of higher-risk buildings on the regulator portal and relevant internal systems, ensuring supporting documentation is complete and appropriately filed.
• Arrange HRB compliance check-ins, prepare agendas and supporting papers, record actions and circulate notes to relevant attendees.
• Undertake document quality checks, proofreading and version control to ensure building safety information is clear, complete, consistent and ready for review.
• Prepare standard correspondence, information requests, updates and resident communications using approved templates and procedures.
• Support the production of management information, compliance updates and risk summaries by collating accurate data and maintaining reporting records.
• Assist with administrative elements of HRB service delivery, including fee proposals, purchase orders, invoicing, credit control and budget information where required.
• Provide responsive, professional support to leaseholders, clients, Property Managers and internal colleagues, escalating technical, regulatory or higher-risk matters to the Head of Building Safety.
• Handle personal, commercially sensitive and safety-related information confidentially and in accordance with company procedures.
• Provide cover for colleagues during absence or holidays and undertake other administrative duties reasonably required to support the Building Safety function.

Person Profile / Skill Set

• Excellent organisational skills, with the ability to prioritise a varied workload and meet predetermined deadlines.
• High level of accuracy when checking, processing and recording numerical, written and data-based information.
• Confident written and verbal communication skills, including a professional telephone manner and the ability to manage enquiries sensitively.
• Ability to build effective working relationships with colleagues, clients, leaseholders, consultants and suppliers.
• Strong customer-service focus, initiative and a positive, flexible approach to supporting an evolving function.
• Ability to work independently within agreed procedures, while recognising when issues need to be escalated.
• Competent IT skills, particularly Microsoft Outlook, Word and Excel; experience of Dwellant, property management systems or document-management systems is desirable.
• Understanding of residential leasehold property management and an interest in building safety and compliance.
• Ability to follow written processes, maintain confidentiality and manage sensitive information appropriately.
• Ability to work effectively as part of a team and provide reliable support during periods of fluctuating workload.

Essential Areas of Knowledge

• Understanding of residential leasehold and block property management.
• Administrative controls, document management and data quality.
• Higher-risk building and building safety processes (training will be provided).

Desirable

• Experience in a property management, compliance, health and safety, fire safety or building safety administration role.
• Awareness of the Building Safety Act 2022 and the importance of accurate HRB compliance records.

Randstad CPE values diversity and promotes equality. No terminology in this advert is intended to discriminate against any of the protected characteristics that fall under the Equality Act 2010. We encourage and welcome applications from all sections of society and are more than happy to discuss reasonable adjustments and/or additional arrangements as required to support your application.

Candidates must be eligible to live and work in the UK.

For the purposes of the Conduct Regulations 2003, when advertising permanent vacancies we are acting as an Employment Agency, and when advertising temporary/contract vacancies we are acting as an Employment Business.

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