Estates & Services Administrator

Position: Estates & Services Administrator - £28,923 per year
Estates & Services Administrator

Location:

Coventry

Contract:

Permanent, Full Time
Salary: £28,923 per annum

The Opportunity

We are looking to recruit an Estates & Services Administrator to join a busy and supportive team within a leading housing and community organisation in the Coventry region.

This is a varied and essential role providing high-quality administrative and clerical support to the Estates & Services Directorate, ensuring services run efficiently, professionally and in line with organisational policies and values.

Key Responsibilities

You will provide direct administrative support across Estates & Services, including:

Administration & Office Support

Taking and preparing meeting minutes
Preparing letters, correspondence and management documentation
Setting up and maintaining office systems and accurate records
Managing diaries and organising meetings using Outlook or equivalent
Providing general clerical support including filing, photocopying, post handling and email management
Receiving visitors and providing a professional meet-and-greet service, including hospitality where appropriate

Monitoring & Reporting

Supporting the monitoring of work plans and action plans, updating progress and chasing targets
Maintaining weekly productivity reports (e.g. communal cleaning, voids, grounds maintenance and other team activities)
Producing daily and ad-hoc reports as required
Running performance monitoring reports and undertaking trend analysis

Systems & Data Management

Maintaining and monitoring records using systems such as Ebis, MIS, GIS, Sunrise, Arbor track and others
Raising and closing works daily
Processing invoices and payments
Ensuring GDPR compliance, secure storage of records and confidential shredding

Operational Support

Maintaining accurate staffing records including sickness and annual leave
Procuring, distributing and recording uniforms and PPE
Supporting deliveries and collections for contracts
Dealing with tenant enquiries (telephone and in person), including appointments for pest control or bulk removals
Liaising with internal teams and external agencies to resolve issues promptly
Team & Organisation

Supporting managers within Estates & Services as required
Providing cover across the admin team during sickness or holidays
Creating and updating knowledge boards monthly
Always communicating effectively and professionally

All duties will be carried out in line with organisational policies, including Health & Safety, Equality & Diversity, Customer Involvement and Safeguarding.

To be successful in this role, you will have:

Experience of working within an administrative or office-based role

Experience of working in a team environment and delivering to targets
Strong IT skills, including Microsoft Word, Excel and Power Point
Experience using administration, performance monitoring or management systems
A confident, friendly and professional telephone manner
The ability to work on your own initiative and adapt to change
Strong written and verbal communication skills
An understanding of data protection, confidentiality and GDPR
Awareness of Equality of Opportunity and Safeguarding principles
An understanding of handling information on a need-to-know basis

Experience of ordering, distributing and recording uniforms and PPE is desirable.

If you feel you'd be a good fit for the role, feel free to send your CV to Adam at  or call (phone number removed)

INDPS