Job Details

Job Title: Estates Team Administrator
Department: Facilities / Estates
Reporting To: Deputy Director of Estates, Head of Engineering and Head of Planning andamp; 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 andamp; 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 andamp; 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 andamp; 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 andamp; 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 Oandamp;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.