Estates Helpdesk Administrator

Full-time | 37.5 hours per week | Office-based with potential for some hybrid working

North Bay Group is looking for a highly organised, proactive, and detail-oriented Estates Helpdesk Administrator to join our team.

This is a key role within our Estates function, supporting our care homes to ensure maintenance issues are managed effectively, compliance requirements are met, and our homes remain safe, well-maintained, and fit for purpose for our residents, colleagues, and visitors.

Working closely with our care home teams, contractors, and internal colleagues, you will be a central point of contact for estates-related matters, helping to coordinate maintenance activities and provide responsive support across our portfolio.

The Role

As our Estates Helpdesk Administrator, you will be responsible for coordinating maintenance requests, supporting statutory compliance programmes, and ensuring jobs are logged, monitored, and progressed through to completion.

You will build strong working relationships with Home Managers and external contractors, providing clear communication and keeping everyone updated on the progress of outstanding works.

Key Responsibilities

• Act as the first point of contact for our care homes via telephone and email for estates and maintenance-related queries.
• Ensure all maintenance issues are accurately logged, tracked, and resolved promptly.
• Manage and resolve queries, disputes, and follow-ups relating to raised maintenance jobs.
• Keep Home Managers updated on the progress and status of outstanding works.
• Oversee planned testing and compliance programmes, ensuring statutory checks are completed within required timescales and records are accurately maintained.
• Liaise with contractors to obtain quotations, coordinate and track works, and ensure jobs are completed to a high standard and within agreed timescales.
• Act as a key point of contact for our care homes, providing responsive support and guidance on estates matters.
• Produce reports and maintain accurate records to support effective estates administration.
• Contribute to improving estates processes, systems, and ways of working.

About You

We are looking for someone who is highly organised, proactive, and confident managing multiple priorities in a busy environment.

You will ideally have:

• Previous administrative or helpdesk experience within estates, facilities management, property, or a similar environment.
• Experience using CAFM software or other facilities management systems.
• Excellent organisational skills, with the ability to manage multiple jobs and priorities simultaneously.
• Strong communication and interpersonal skills, with the confidence to liaise with care home teams, contractors, and colleagues at all levels.
• Good IT skills, including Microsoft Office and database systems.
• A high level of accuracy and attention to detail.
• The ability to follow tasks through to completion and proactively chase outstanding actions.
• Desirable:
  Experience working within a regulated environment and an understanding of CQC compliance requirements.

Most importantly, you will be a reliable and approachable team player who takes pride in providing an efficient, responsive service and ensuring our care homes receive the support they need.

What We Offer

In return, North Bay Group can offer:

• 25 days' annual leave plus bank holidays
• Blue Light Card discounts
• Free on-site parking
• Supportive and friendly working environment
• Office-based role at our LS15 office, with some hybrid working potentially available

Join North Bay Group

If you are an organised and proactive Estates or Facilities Administrator looking for your next opportunity, and you want to play an important role in supporting safe, compliant, and well-maintained care homes, we would love to hear from you.

Apply today to join North Bay Group and become an integral part of our Estates team.