Project Support Officer - Planned Works

The Planned Works Team within the Repairs and Investment section of the Royal Borough of Greenwich is seeking to recruit a Planned Works Project Officer to provide essential back-office, administrative and project support to the delivery of planned maintenance, major works and capital investment programmes across the borough. The post holder will support the Planned Works Team to ensure that projects are effectively coordinated, records are accurately maintained, performance information is monitored and administrative processes are completed efficiently, contributing to the successful delivery of planned works and an excellent service to residents, leaseholders, contractors and other stakeholders. The successful candidate will be expected to demonstrate the following skills, knowledge and experience: Provide comprehensive administrative and back-office support to the Planned Works Team, assisting with the coordination and day-to-day administration of planned maintenance and capital investment projects. Maintain and monitor team email inboxes, calendars and diaries, ensuring enquiries are directed appropriately and correspondence is responded to or actioned in a timely manner. Support project officers and managers with the collection, collation and maintenance of project information, technical data, performance indicators and programme updates received from staff, contractors and other stakeholders. Assist with the preparation of project reports, spreadsheets, financial information and budget monitoring returns, including information required for reports to Cabinet relating to capital investment programmes valued between £30 million and £60 million. Provide administrative support for contract management processes, including maintaining project records, updating contract documentation and monitoring the progress of planned works. Assist with investigating and responding to complaints and enquiries relating to planned works, gathering relevant information, reviewing records and liaising with colleagues and contractors to support timely and satisfactory resolutions. Undertake a wide range of general office administration duties, including arranging meetings, preparing agendas, taking minutes, maintaining records and tracking actions to support the effective operation of the team. Access and interrogate Housing Management and Asset Management systems to retrieve, update and verify information required for project administration, contract documentation and Section 20 leaseholder consultation processes in liaison with the Home Ownership Team. Liaise with contractors, suppliers and the Council’s Central Debtors team to support the setting up and maintenance of accounts and ensure relevant administrative and financial information is recorded accurately. Generate, maintain and update Crystal Reports and other reporting tools to identify outstanding works, monitor contractor expenditure and support the tracking of project progress and performance. Use Microsoft Office applications, including Word, Excel and Outlook, to prepare correspondence, spreadsheets, reports and letters to residents regarding planned works to their homes and estate-wide improvement programmes. Collate, check and submit invoices, payment certificates and supporting documentation to the relevant finance teams, assisting with the resolution of payment queries and maintaining accurate financial records relating to capital projects. Maintain organised and up-to-date electronic and paper records, ensuring project documentation, correspondence and financial information can be accessed efficiently when required. Communicate effectively, both verbally and in writing, with residents, leaseholders, contractors, colleagues, managers and external agencies, providing accurate information and a professional standard of customer service. Demonstrate an understanding of and commitment to the Council’s equal opportunities policies, ensuring that these principles are reflected in all