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
Salary description
£22.00 - £25.00 per hour