Building Safety Administrator

Overview

In this role you will provide accurate administrative and coordination support to the Head of Building Safety, enabling compliant management of higher-risk buildings. You will manage records, trackers and information requests, while liaising with Property Managers, clients and contractors. The position blends multi-tasking, organisation and proactive follow-up to keep HRB processes on track. You’ll work within a purpose-driven team focused on building safety and regulatory compliance.

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.

Key requirements

• 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

• organisation
• accuracy
• communication
• Microsoft Outlook
• Microsoft Word
• Microsoft Excel

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