POSITION | Contractor Management Administrator (6 Months fixed term)
REPORTING TO | Head of Contractor Management
HOURS OF WORK | 9.00am to 5.30pm
BENEFITS PACKAGE | C - General
LOCATION | Whetstone
DIVISION | B-hive Property Solutions
QUALIFICATION LEVEL | Maths and English at GCSE (A-C) or equivalent
Company Profile
B-hive Property Solutions is a division of Vegner Group Ltd, a group of companies offering expertise across property management, building surveying, and lettings.
B-hive delivers scalable back-office and essential support services that help property management professionals operate efficiently, profitably, and in full compliance with regulatory requirements. Its services are designed to strengthen operational delivery across block and estate management, with specialist support in areas such as client monies, service charge accounting, and statutory compliance.
With experience supporting over 100,000 estate and block management units, B-hive combines streamlined processes with sector expertise to meet the complex demands of modern property management.
Within B-hive, the Property Management Support Services (PMSS) department sits under Essential Services and provides a range of back-office functions to both internal and external clients. These include the Contractor Accreditation Scheme, Out of Hours support, Section 20 administration, and Utilities Management.
Role Purpose
This role provides specialist administrative duties for the Contractor Accreditation Service (CAS) and Out of Hours departments, ensuring efficient and compliant operations across both areas. The core focus is the vetting of contractors and ongoing maintenance of the database relied upon by Property Managers to source qualified, competent and fully insured contractors for managed developments. The role also encompasses oversight of the Out of Hours database, ensuring all subscribers are correctly allocated within the system and invoiced accurately as required.
Although your primary role will be Contractor Management Administrator, you may be asked to support one or more PMSS services in the event of staff shortages and additional tasks may be introduced, including contributing to monthly targets and promoting PMSS services internally and externally where appropriate, other PMSS services include:
... - Section 20 Administration
- Evac Letters
- Signage
- EV Charging
- Broadband/Utilities services
Primary Responsibilities
Identity
- Obtain certificate of incorporation and verify via Companies House (or personal ID for sole traders)
- Always check original documents, not photocopies
Financial Position
- Request accounts or a bank reference or use software provided where available
Competency
- Check relevant experience, qualifications, and trade association membership
- Ask for a health and safety policy statement and relevant procedures
- Request a sample of Risk Assessment and safety method statement (RAMS)
- Ask whether any HSE enforcement notices have been issued against them
Insurance
- Confirm public liability cover (minimum £1m) and employer's liability if they have staff
- Request copies of current policies
- For consultants, also check professional indemnity cover
VAT Status
- Verify VAT registration to avoid any risk of collusion if they're operating outside VAT illegally
Health & Safety
- Contractors with more than five employees must have a written H&S policy
- For sole traders, ensure H&S procedures are agreed and put in writing
- Create and issue invoices and credit notes and assist with credit control.
- Use Outlook, Word, Excel, Teams, and bespoke systems as required.
- Document management: copy / scan / index / save documents to various systems.
- Update various spreadsheets/database/diary systems following portfolio/property manager changes, lost blocks, new clients, completion of assessments and works etc.
- Liaise with Leaseholders, Clients, Property Managers, Contractors, Surveyors in connection with, but not restricted to major works projects, contractor management, performance issues, signage, fee proposals, instructions and works status.
- Assist with providing accurate data for management reports.
- Any other ad hoc office admin tasks as directed by line manager.
- Support the other Property Management Support Services Teams when necessary.
- Communicate with internal and external stakeholders and clients to answer queries and resolve issues.
Person Profile / Skill Set
- Teamwork skills
- The initiative, enthusiasm, and self-confidence to interface directly with clients
- Understanding of residential block property management
- Well-developed interpersonal and oral communications skills, professional telephone manner and ability to manage challenging callers.
- High standard of numerical and written English grammar
- Good IT skills, particularly in Excel
- Excellent interpersonal skills and customer focus.
- Ability to work on own initiative, prioritise workload and work under pressure.
- Work on pre-determined task deadlines
- Follow written procedures.
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.
