Estates & Services Administrator Coventry

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 (url removed) or call (phone number removed)

INDPS