NHF Coding Administrator (Maintenance)

Our client is a Public, Private and Social Housing Contractor, and they are seeking an accurate and detail-focused NHF Coding Administrator to join their maintenance team.

In this role, you'll apply NHF Schedule of Rates codes to completed works to ensure precise payment processing. You'll work closely with trades, supervisors, and the accounts team to validate and reconcile codes and support timely invoicing. The ideal candidate has strong data entry skills, familiarity with NHF rate coding systems, and proficiency in Excel and maintenance/finance software.

Key responsibilities

• Review completed maintenance work orders and represent each job with the appropriate NHF Schedule of Rates code.
• Apply the correct codes to individual tasks (e.g., tap replacement, fixture repair) to generate accurate payment calculations.
• Validate that job descriptions, labour, materials, and scope align with the NHF coding framework.
• Enter and maintain data in the company's property maintenance management system or ERP/finance system with high accuracy.
• Reconcile coded works against tradesmen's time sheets and invoices; resolve discrepancies with field operatives or supervisors.
• Generate coding summaries, reports, and dashboards for internal stakeholders (accounts, operations, and management).
• Maintain an up-to-date reference of NHF codes, rate changes, and exceptions; communicate updates to relevant teams.
• Support the billing process by ensuring timely and accurate submission of coded works for payment.
• Assist with internal audits and compliance checks related to NHF coding.
• Collaborate with supervisors, surveyors, and trades to clarify any ambiguous job details for proper coding.
• Identify process improvements to streamline coding, reduce errors, and speed up payment cycles.

• Experience in an administrative or data-entry role within maintenance, housing, facilities, or a related field.
• Familiarity with NHF Schedule of Rates.
• Strong numerical and analytical abilities with high attention to detail.
• Proficient in Microsoft Excel (lookups, pivot tables, basic formulas) and experience with a maintenance or financial system (ERP/CMMS/finance software).
• Basic understanding of construction or building trades (to interpret work descriptions).
• Basic understanding of how maintenance work is scoped and billed.
• Ability to work accurately under time pressure and meet deadlines.

Skills and attributes

• Exceptional data integrity and accuracy.
• Strong organisational and time-management skills.
• Good communication skills, with the ability to query unclear information professionally.
• Methodical, systematic thinker who follows processes and documentation.
• Team player who can liaise with trades, supervisors, and accounts personnel.
• Proactive problem-solver with a continuous improvement mindset., * administration: 3 years (required)
• NHF Schedule of Rates: 1 year (required)