Estate Administrator

2 weeks ago

Edinburgh, United Kingdom KILFINICHEN ESTATE Full time

Kilfinichen Estate on the beautiful Ardmeanach Peninsula on the Isle of Mull, is a family run, rural highland estate that combines traditional farming and forestry activities with an increasingly diverse hospitality business focussed on delivering high standard holiday lets, responsible tourism, and retail/hospitality opportunities.

The Estate Administrator/PA position is full-time and offers a busy and varied role in providing high level administrative support for a growing and dynamic team and will be pivotal in the continuing Estate development and success.

This position also offers various opportunities of work/hours for a partner depending on skills and experience if required.

Based at the Estate Office, you will report directly to the Estate owner and work with the Estate Manager to ensure the effective daily administration of the Estate and be involved in the co-ordination and progression of Estate projects. You will need to have high quality administrative skills, be an excellent communicator, competent in the use of office IT and, ideally, have experience in formal project management, including the use of project management software.

**Key responsibilities**:

- Administrative support for the owner, Estate Manager and Estate team.
- Management of electronic diaries, meetings, minute taking and monitoring progress of actions.
- Development and management of websites and booking systems.
- Project management, maintaining timely records and producing reports.
- Accounts reconciliation, budget control, purchase order processing.
- Maintain HR records, processes and functions.
- Information distribution to keep the team informed of changing priorities.
- Management of routine property inspection and licencing requirements for all properties, including holiday lets, hospitality and wider estate business.
- Liaison with external agencies ie suppliers, local authorities, trades, and council/planners as appropriate.
- Guest liaison in the absence of the hospitality manager or in emergency response.
- Ordering of Estate and office supplies i.e., equipment, sundries, stationery.
- Health & Safety and certification oversight and management.
- Maintenance of the Estate maintenance schedule and Land Terrier.
- Maintenance of the Estate vehicle register and timely actions for routine requirements i.e., servicing, tax,
- Emergency response planning and assistance.

**Knowledge Skill & Previous Experience Required**:
**Essential**
- Excellent written and verbal communication skills.
- Strong team player.
- Adaptability.
- Knowledge and good experience of using Microsoft suite skills (MS Word MS Excel and Outlook).
- Excellent data filing management skills.
- Diary and meeting management.
- Proactive and practical approach to problem solving.
- The ability to work under time pressure and prioritise and manage your own workload.
- Capacity and willingness to learn new skills to support the role and needs of the Estate.

**Desirable**
- Project Management skills (including use of MS Project)
- A background in customer service or client facing role.
- Retail management / hospitality experience.
- Understanding and/or experience of Health and Safety management.
- Experience of working with local authorities and external agencies.

Working days are 5 days per week, generally Monday to Friday.

Salary negotiable, dependent on skills and experience.

You must be prepared to live on the Isle of Mull and a lovely 2 bedroom property on the Estate is provided as part of this package.

You need to be a car owner with a full driving licence.

Schedule:

- Monday to Friday

Ability to commute/relocate:

- Edinburgh, City of Edinburgh: reliably commute or plan to relocate before starting work (required)

**Language**:

- English (required)

Licence/Certification:

- Driving Licence (required)

Work authorisation:

- United Kingdom (required)

Work Location: In person

Application deadline: 28/07/2023
Reference ID: ESTATE ADMINISTRATOR/PA

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