Job Title: Estates Team Administrator
Department: Facilities / Estates
Reporting To: Deputy Director of Estates, Head of Engineering and Head of Planning & Development
The successful candidate will act as a central point of contact for engineers, project managers, and maintenance technicians, providing administrative coordination across a range of estates, engineering, and facilities activities. This role requires strong organisational skills, the ability to prioritise effectively, and the confidence to work independently with minimal supervision.
Key Responsibilities
Administrative & Team Support
-
Provide day-to-day administrative support to the Estates leadership team
-
Manage electronic diaries and coordinate meetings
-
Attend meetings, take minutes, and distribute agendas and documentation
-
Prepare reports, correspondence, policies, and presentations
-
Maintain electronic filing systems and records management processes
-
Handle incoming calls, enquiries, and visitor coordination
Office & Operational Coordination
-
Order stationery, office supplies, and equipment, ensuring value for money
-
Identify suppliers and follow up on delayed orders
-
Manage purchase orders and invoices using financial systems
-
Reconcile supplier queries and monitor payments
-
Assist with AutoCAD printing and document management
Financial & Budget Support
-
Assist with departmental budget monitoring
-
Support utilities budget tracking and reporting
-
Monitor expenditure against maintenance budgets
-
Assist with financial reporting and data collation
Project & Data Administration
-
Support Estates projects and energy reduction initiatives
-
Maintain meter registers and utilities records
-
Produce spreadsheets, reports, and performance data
-
Generate process flow maps using Visio
-
Assist with audits and compliance documentation
-
Manage electronic record drawings and O&M documentation
About You
-
Strong administrative experience in a busy office environment
-
Excellent organisational and prioritisation skills
-
Ability to work independently and manage multiple tasks
-
Strong communication and interpersonal skills
-
Good attention to detail and accuracy
-
Experience using Microsoft Office (Excel, Word, Outlook, Visio)
-
Experience with financial systems (e.g. purchase orders/invoicing) desirable
-
Experience within estates, facilities, engineering or property environment desirable
This role offers an excellent opportunity for an experienced administrator looking to join a dynamic Estates team and contribute to the effective delivery of facilities and engineering services
