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