Estates & Transport Coordinator

Estates Administrator & Transport Coordinator

Multiple sites | Full-time | Reporting into Senior Estates Leadership

We are working on behalf of a well-established organisation to recruit an Estates Administrator & Transport Coordinator. This is a pivotal role supporting the smooth operation of estates and transport functions across multiple sites.

If you are highly organised, proactive and enjoy being at the centre of operations, this is an opportunity to step into a varied role where you can make a genuine impact.

The Role

Acting as a central point within the Estates function, you will provide essential administrative and operational support. You'll coordinate transport, oversee compliance processes, manage systems and act as a key liaison between internal teams and external partners.

This is a hands-on role offering significant variety and responsibility.

Key Responsibilities

Estates Coordination

Act as the primary contact for Estates-related queries from staff, contractors and suppliers
Manage shared inboxes and phone lines, ensuring efficient handling of all enquiries
Provide day-to-day administrative support across the Estates function

Transport & Fleet

Manage the minibus booking system and scheduling
Oversee driver rotas, route planning and training requirements
Ensure fleet compliance including MOT, insurance, tax and servicing
Resolve transport-related issues such as delays, incidents and complaints
Compile and analyse transport data for reporting purposes

Team Support & Line Management

Line manage drivers and an administrative apprentice
Support development, training and performance management

Compliance & Systems

Maintain accurate records including compliance logs, risk assessments and asset registers
Manage service contracts, ensuring documentation and performance tracking is up to date
Act as the main user for CAFM/CRM systems, including training and internal audits
Maintain contractor records and ensure compliance documentation is current

Procurement & Resources

Order supplies, PPE and uniforms in line with procurement policies
Track deliveries, manage stock levels and ensure value for money

Operational Responsibilities

Support emergency procedures and communications when required
Provide on-call cover where necessary
Contribute to continuous improvement of systems and processes

Candidate Profile

Strong organisational skills with the ability to manage multiple priorities
Confident communicator, able to engage with a range of stakeholders

Experience with in administration, estates, facilities or operational coordination
Comfortable managing systems, data and compliance processes

Experience of supervising or managing staff is advantageous

Package

Competitive salary
Generous pension scheme
26 days annual leave plus bank holidays
Ongoing training and development opportunities

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