The Estates Coordinator provides essential administrative, financial, and operational support to ensure the smooth and safe operation of the College. The role is a mix of clerical duties, coordination of maintenance and operational tasks, supporting health and safety compliance, managing asset information and all associated testing records. Flexibility, teamwork, and a proactive approach are key to this role, ensuring the College’s facilities operate efficiently and effectively.
Key responsibilities
Administrative Support
* Provide admin support to all teams within the Estates department (Facilities, Grounds & Transport).
* Handling correspondence, answering phone calls, responding to emails, and managing inquiries from staff and external vendors.
* Maintaining manual and electronic filing systems and detailed records of facility operations, including maintenance schedules, safety inspections, contractor records, etc.
* Managing DBS certification, renewals and associated records.
* Ensuring all compliance records are kept up to date and renewed as required.
* Recording meeting minutes and manage any necessary follow up actions.
Maintenance & Operations Coordination
* Managing the facilities helpdesk or work order system, logging requests, and allocating work to internal teams or external contractors.
* Working with associated Estate’s portals and CAFM systems.
* Liaising with contractors and suppliers to schedule required works.
* Provide project support and development
* Raising purchase orders and processing invoices through financial systems.
* Monitoring and managing inventory of office supplies, maintenance materials, and consumables, and arranging reorders as necessary.
* Assisting with budget tracking and generating financial reports.
Health & Safety and Compliance
* Supporting the monitoring of health and safety protocols and ensuring legal compliance.
* Manage the documentation of routine safety checks, such as insurance inspections, fire alarm tests, fire extinguisher inspections, and DSE (Display Screen Equipment) assessments etc.
* Managing building access systems and issuing keys/access cards ensuring the security of the estate is maintained.
General Duties
* Participate in safety training and drills.
* Support College events, requiring occasional evening and weekend work.
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