Estates and Facilities Management Administrator

1 day ago

Southampton, Southampton, United Kingdom MDL Marinas Full time

Post ID: TYC25/2611

Marina Developments Ltd is the UK's leading Marina operator. We aim to deliver the highest level of service and experience for our visitors and customers, demanding the very best from ourselves whilst working as a team every day. The Estates Team has a new opportunity for an Estates and FM Administrator to support the team providing Estates and Facilities Management services to our marinas and commercial tenanted buildings.

You will be passionate about providing the best possible levels of customer service and will put the safety and the needs of the customer first every time. You will deliver an outstanding customer experience, exceeding expectations daily. This is a 12-month Fixed Term Contract working 37.5 hours per week Monday to Friday.

The role will include but not limited to:

  • To provide support across the Facilities and Estates Team with some autonomy on a number of individual tasks.
  • To ensure that a high quality and customer orientated service is provided to the marina teams, and MDL tenants.
  • To assist with raising and managing purchase orders for reactive repair and planned preventative maintenance programs using service charge cost codes to optimize service charge cost recovery.
  • To present monthly reports to the Facilities & Estates team to track project status as required.
  • To play an active role as a member of the Estates Team and to contribute to business planning and the overall success of the MDL Estate.
  • To be the first point of contact for all general Estates telephone enquiries/helpdesk and manage all emails via the Estates inbox. Identify and escalate matters that require urgent attention to the appropriate personnel. Problem solve and provide excellent responsive customer service liaising with Facilities and Estates Managers as needed.
  • Assist with the production and circulation of service charge budget and reconciliation reports including the annual service charge booklet.
  • Co-ordinate meetings – interdepartmental/tenants/contractors.
  • Co-ordinate and manage periodic communications by email or liaising with Marketing to issue tenant communications via Atreemo.
  • Assist with compiling Estates data for internal reporting requests, Board reporting and management of Team KPI's. Prepare activity reports and provide statistical data as needed.
  • Assist the Property Accountant/Estates Team with maintaining and updating the lease management system, NetSuite to ensure it always remains up to date.
  • To be the initial point of contact internally and externally concerning Facilities related queries.
  • To co-ordinate floor area data and service charge apportionments.
  • Arrange and attend site visits and inspections with Estates, tenants and/or contractor across the portfolio.

The key requirements for this role are but not limited to:

  • Enthusiastic and friendly with a flexible and positive 'can do' attitude.
  • Self-motivated and able to work without supervision.
  • Sound awareness of basic health and safety in the workplace.
  • Confident use of IT systems.
  • A practical, resourceful and common-sense approach.
  • Good practical boating skills/qualifications (not essential but an advantage).
  • Educated to at least GCSE level or equivalent.

There is also full on-job training leading to industry-recognised qualifications. MDL Marinas are an equal-opportunities employer. For information on how we will handle your application, you can view the Company's full privacy notice on our website via this link.

Closing Date: Tuesday 9th December 2025.

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