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Estates Coordinator

2 months ago

Darlington, Darlington, United Kingdom Bannatyne Full time
Job Title: Estates Administrator

Are you a detail-oriented and organized individual with a passion for property management? Do you have experience in administrative roles and a strong understanding of spreadsheets? We are seeking an Estates Administrator to join our dynamic team at Bannatyne.

About the Role:

As an Estates Administrator, you will provide administrative support to our Estates Director and team, including diary management, meeting coordination, and preparation of reports and presentations. You will also manage incoming and outgoing communications, maintain and organize filing systems, and coordinate with estate managers and stakeholders to schedule meetings and site visits.

Key Responsibilities:
  • Provide administrative support to the Estates Director and team, including diary management, meeting coordination, and preparation of reports and presentations.
  • Manage incoming and outgoing communications, including emails and phone calls for tenants, vendors, and other stakeholders, ensuring timely and accurate responses.
  • Maintain and organize the Estates department's filing systems, both digital and physical, ensuring all documents are up-to-date and easily accessible.
  • Coordinate with estate managers and stakeholders to schedule meetings and site visits to facilitate property maintenance, repairs, and refurbishments.
  • Coordinate with external service providers, such as maintenance contractors, utility companies, to ensure the timely delivery of tasks and compliance along with service agreements.
  • Ensure all property compliance documentation, including health and safety certificates, insurance, licenses, is maintained and renewed in a timely manner.
  • Assist in the preparation and maintenance of property records, including leases, contracts, and maintenance schedules.
  • Maintain accurate records and documentation in relation to the estate portfolio, including leases, contracts, and property files.
  • Generate regular reports on property performance, maintenance activities, and budget expenditure for review by the Estates Director.
  • Assist in the analysis of property data to identify trends, issues, and opportunities for improvement.
  • Assist in the preparation of budgets and forecasts for the Estates department.
  • Monitor expenditure against budgets, process invoices, and liaise with the finance team to ensure accurate and timely payments to contractors and suppliers.
  • Keep accurate records of all financial transactions related to estates management.
  • Assist in the coordination of property inspections, repairs, and maintenance activities as and when required.
  • Liaise with internal teams, including finance, legal, operations, and external stakeholders, including consultants, contractors, suppliers, to ensure projects are delivered on time and within budget.
  • Monitor project timelines and deliverables, providing regular updates to the Estates Director and team.
  • Ensure compliance with all relevant legislation and regulations, including health and safety, environmental, and property management standards.
  • Support the Estates team in identifying, researching, and gathering information on relevant legislation, policies, and best practices in estate management.
  • Collaborate with colleagues to identify opportunities for improvement in processes to increase the efficiency and effectiveness of estate management operations.
  • Build and maintain effective relationships with internal stakeholders, including club managers, operations teams, and other departments.
  • Act as the point of contact for external stakeholders, including landlords, tenants, contractors, and regulatory bodies, ensuring timely and professional responses are received.
  • Ensure clear and consistent communication of estates-related updates, policies, and procedures.
  • Prepare and distribute correspondence, reports, and other documentation as required.
Requirements:
  • Previous experience in an administrative role, preferably within estates, property management, facilities management, or a related field.
  • Strong understanding of spreadsheets, including the ability to create and manage complex spreadsheets, use advanced formulas, pivot tables, and data analysis tools to generate accurate reports and insights.
  • Experience in supporting project coordination and managing multiple stakeholders.
  • Ability to manage multiple tasks, prioritize effectively, and maintain high levels of accuracy and attention to detail.
  • Excellent verbal and written communication skills, with the ability to interact professionally with stakeholders at all levels.
  • Proactive and solution-oriented approach to problem-solving, with strong analytical and decision-making skills.
  • Ability to work effectively within a team environment and build strong working relationships.
  • Strong time management skills, with the ability to work under pressure and meet deadlines.
  • Flexibility to adapt to changing priorities and work in a fast-paced environment.
  • Ability to ensure accuracy in data management and documentation.
  • Demonstrated capability to manage tasks and responsibilities autonomously with minimal supervision, ensuring consistent productivity and high-quality output.
What We Offer:

Bannatyne is a well-respected name in the leisure and wellness sector. By joining our team, you'll be part of a company that is dedicated to delivering exceptional service and improving the well-being of its members and employees alike.

We offer a range of benefits, including flexible working hours, 28 days annual leave, free gym membership, and career and personal development training. We are committed to supporting our employees in their careers and providing opportunities for growth and development.

If you are a motivated and organized individual with a passion for property management, we encourage you to apply for this exciting opportunity.