Estates Administrator
2 days ago
Sutton
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