Estates Coordinator
Listed on 2026-10-29
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Administrative/Clerical
Office Administrator/ Coordinator
Full-time Permanent Mid-level Senior
Posted 27 Oct 2026
FURTHER PARTICULARS
Contract Type: Permanent, FTE 37.5 hours per week
Salary: £37,000 – £40,000 per annum. Dependent on experience.
Benefits:Six weeks’ paid leave (pro rata) in each year on the basis of one week over the festive period in December and the remainder to be taken at such time or times as shall be mutually convenient, and agreed in advance with the Estates Manager.
Enrolment in the Oxford Staff Pension Scheme (OSPS)
Free lunch is provided in College, when on duty and when the kitchen is open.
Other benefits include; access to an Employee Assistance Programme,
participation in the College’s Cycle Scheme, and various discounts
through the Oxford University card
The CollegeLincoln College was founded in 1427 in the University of Oxford and is a self-governing institution in which the ultimate authority for all decisions rests with the Rector and Fellows. Lincoln has approximately 650 students, of whom around half are graduates. The College is also a popular choice for both undergraduates and graduate applicants to the University. Lincoln College is located on an attractive historic site in the centre of Oxford, with excellent access to university libraries and the university’s departments and faculty buildings.
More information on the College can be found on its website,
The Estates Coordinator will provide efficient and effective administrative and operational support to the Estates Manager, helping to ensure the smooth day-to-day running of the College's Estates & Maintenance department.
The role involves, among other things, coordinating contractors, maintaining accurate records and compliance documentation, monitoring maintenance requests, and supporting communication between departments. The postholder will work closely with staff, students, Fellows, contractors and other stakeholders to ensure maintenance activities are well organised, communicated and completed in a timely manner. Responsibilities will vary from day to day, providing the successful applicant with the opportunity to be involved with activity across the College estate, and with different operational teams.
Key Responsibilities- Support the Estates Manager with general administrative duties, correspondence and record management.
- Maintain accurate and up-to-date maintenance records, logbooks, contractor reports and compliance documentation across various filing systems.
- Assist with the administration of planned preventative maintenance schedules and statutory inspections.
- Oversee the utility accounts for the College’s city centre and satellite properties, and coordinate related activity such as meter reads.
- Assist in maintaining health & safety records and other documentation relating to Estates and Maintenance activities, ensuring relevant documentation is kept up to date.
- Support the Estates Manager to keep the Safety Nest health & safety management system up to date.
- Assist with filing/organisation of statutory compliance documents, inspection reports and maintenance records.
- Support the Estates Manager with the annual self-assessments/audits under the Accommodation Code of Practice (ACoP)
- Liaise with contractors to arrange and confirm visits/access, e.g. routine servicing, inspections, and maintenance appointments at the required intervals.
- Meet and accompany contractors around College buildings and sites when required.
- Communicate planned works and contractor visits to relevant staff, students and fellows to minimise disruption.
- Maintain records of contractor attendance, completed works and associated reports
- Prov…
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