Administrator
Facilities & Estates Administrator (Temporary Contract)
Location: Southampton
Salary: £27,500 - £29,000 per annum
Hours: Monday to Friday, 9:00am - 5:30pm
Contract Type: Temporary (Full-Time)
Start Date: Immediate Start Available
This is ongoing and could lead to a fixed term contract of 1 year
Are you an organised, proactive, and customer-focused administrator looking for immediate work ? We are recruiting for an Administrator to support our client's busy team and ensure smooth operational delivery across their estate on a temporary basis
This is an excellent opportunity for someone with strong coordination, communication, and administrative skills who enjoys fast-paced work, problem-solving, and building relationships with stakeholders.
Purpose of the Role
Provide administrative and operational support to the Facilities & Estates Team.
Deliver a high-quality, customer-focused service to marina teams and tenants across our client's estate.
Support the raising and management of purchase orders for reactive repairs and planned maintenance.
Produce monthly project status reports for the team.
Contribute to business planning and the wider success of our client's Estates function. Key Responsibilities Customer & Helpdesk Support
Act as the first point of contact for all Estates enquiries via phone and email.
Manage the estates inbox, escalating urgent matters appropriately.
Provide excellent customer service through problem-solving and clear communication with tenants, managers, and operational teams. Administrative & Reporting Duties
Assist in producing service charge budgets, reconciliation reports, and the annual service charge booklet.
Generate activity reports, KPI updates, and MI data for internal and board-level reporting.
Maintain the lease management system (NetSuite) with accurate and timely data.
Organise and coordinate meetings with tenants, contractors, and internal teams.
Support with maintaining property schedules, APR memos, Live Tracker updates, and Estates databases. Communication & Coordination
Prepare and distribute tenant/contractor communications, or coordinate with the Marketing Team to issue updates via internal systems.
Assist with producing and distributing property particulars, ensuring website updates are accurate. Facilities & Project Support
Raise and manage purchase orders and resolve related queries.
Assist with invoice queries for utilities, external suppliers, and the internal Finance Department.
Integrate financial data into PPM and reactive repair tracking spreadsheets.
Arrange and attend site visits and inspections alongside Estates Managers.
Maintain and manage the Estates Office key box and register. Ideal Candidate
Excellent administrative and organisational skills
Strong customer service approach
Confident communicator with professional telephone and email manner
Able to prioritise tasks and manage deadlines
IT-confident; database/system experience is beneficial
Proactive team player with strong attention to detail
Previous experience in property would be an advantage but not essential If you are a highly organised individual who enjoys variety, communication, and supporting operational teams, we would love to hear from you.
Apply today for an immediate start and join a dynamic Estates function.
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