Estates Team Administrator

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.