Estates Administrator

Estates Administrator

Hanley - Stoke-on-Trent

£25,396 Per Annum (37.5 hours per week) Mon-Fri

We are looking for an organised and proactive Estates Administrator to provide high-quality administrative support to our Regional Facilities Managers (RFMs).

The purpose of the role is to help ensure our property portfolio is maintained to the highest possible standard, with strong compliance, accurate systems management and effective coordination of contractors and maintenance activity.

You will play a key role in keeping our estates operation running smoothly, acting as a central point of contact for maintenance requests, statutory compliance and contractor coordination.

Key Responsibilities

Work as part of the QFM team, supporting a defined area and helpdesk function

Maintain and update QFM to ensure compliance across the group

Add, update and manage service schedules for new and existing properties

Publish and maintain schedules via the schedule planner

Coordinate planned and reactive maintenance through QFM

Process site-requested repairs and maintenance tasks

Manage and respond to site email requests

Log and manage out-of-hours call-outs on QFM

Track and chase overdue events and actions

Maintain and update the Maintenance Matrix

Maintain a database of statutory requirements and compliance records

Upload, file and attach certificates and reports to QFM

Carry out daily checks of certification and escalate where required

Obtain and process contractor quotes for remedial works

Support RFMs with administrative duties

Attend meetings with RFMs, contractors and suppliers

Coordinate contractors and maintenance personnel

Set up and maintain lift service agreements and insurance inspections

Manage requirements for new maintenance personnel

Prepare reports for Estates and Operational teams

Process invoice approvals via SAP

What We're Looking For

Strong administrative experience in estates, facilities, or property services

Confident using systems and databases (experience with QFM highly desirable)

Excellent organisational and time-management skills

Ability to manage multiple tasks and priorities

Clear and professional communication skills

Confident liaising with contractors and internal stakeholders

High attention to detail, particularly around compliance and documentation

Desirable:

Experience working in a multi-site property portfolio

Knowledge of statutory compliance within estates or facilities

Experience using SAP or similar finance systems

Why Join Us

Be part of a professional and supportive Estates team

A role with real responsibility and impact across the organisation

Exposure to a varied and complex property portfolio

Opportunities to develop within facilities and estates management