Administrator, Office Administrator​/ Coordinator, Administrative​/Clerical

Administrator - Facilities & Estates Administrator (Temporary Contract)

Location:

Southampton

Salary: £27,500 - £29,000 per annum

Hours:

Monday to Friday, 9:00am - 5:30pm

Contract Type:
Temporary (Full-Time)

Start Date:

Immediate Start Available. This is ongoing and could lead to a fixed term contract of 1 year.

Are you an organised, proactive, and customer-focused administrator looking for immediate work? We are recruiting for an Administrator to support our client's busy team and ensure smooth operational delivery across their estate on a temporary basis.

This is an excellent opportunity for someone with strong coordination, communication, and administrative skills who enjoys fast-paced work, problem-solving, and building relationships with stakeholders.

• Provide administrative and operational support to the Facilities & Estates Team.
• Deliver a high-quality, customer-focused service to marina teams and tenants across our client's estate.
• Support the raising and management of purchase orders for reactive repairs and planned maintenance.
• Produce monthly project status reports for the team.
• Contribute to business planning and the wider success of our client's Estates function.

• Act as the first point of contact for all Estates enquiries via phone and email.
• Manage the estates inbox, escalating urgent matters appropriately.
• Provide excellent customer service through problem-solving and clear communication with tenants, managers, and operational teams.

• Assist in producing service charge budgets, reconciliation reports, and the annual service charge booklet.
• Generate activity reports, KPI updates, and MI data for internal and board-level reporting.
• Maintain the lease management system (Net Suite) with accurate and timely data.
• Organise and coordinate meetings with tenants, contractors, and internal teams.
• Support with maintaining property schedules, APR memos, Live Tracker updates, and Estates databases.

• Prepare and distribute tenant/contractor communications, or coordinate with the Marketing Team to issue updates via internal systems.
• Assist with producing and distributing property particulars, ensuring website updates are accurate.

• Raise and manage purchase orders and resolve related queries.
• Assist with invoice queries for utilities, external suppliers, and the internal Finance Department.
• Integrate financial data into PPM and reactive repair tracking spreadsheets.
• Arrange and attend site visits and inspections alongside Estates Managers.
• Maintain and manage the Estates Office key box and register.

• Excellent administrative and organisational skills
• Strong customer service approach
• Confident communicator with professional telephone and email manner
• Able to prioritise tasks and manage deadlines
• IT-confident; database/system experience is beneficial
• Proactive team player with strong attention to detail
• Previous experience in property would be an advantage but not essential

If you are a highly organised individual who enjoys variety, communication, and supporting operational teams, we would love to hear from you.

Apply today for an immediate start and join a dynamic Estates function.