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Darlington, Darlington, United Kingdom Bannatyne Health Club Full time
Estates Administrator Job Description

Bannatyne Health Club is seeking a highly organized and detail-oriented Estates Administrator to join our dynamic team. As an Estates Administrator, you will play a crucial role in supporting the Estates Director and team in the management of our properties.

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 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, and 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.
Why Bannatyne Health Club?

Bannatyne Health Club 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.

As an Estates Administrator, you'll have the opportunity to work with a dynamic team, drive key projects, and make a real difference in the management of our properties. With opportunities for growth, a fast-paced environment, and a company that values innovation and excellence, Bannatyne Health Club is the perfect place to develop your skills and thrive.