Estates Administrator

Job Description - Maintenance Administration Coordinator

Job Title: Maintenance Administration Coordinator

Department: Estates / Facilities Management

Reports To: Estates Maintenance Manager (or equivalent)

Role Purpose

To provide comprehensive administrative support to the Estates Maintenance team, ensuring robust, auditable systems and processes are maintained to support operational compliance and service delivery. The postholder will assist with the coordination of maintenance activities, financial administration, record management, contractor liaison, and reporting functions.

Key Responsibilities

Maintenance Administration

Provide administrative support to the Estates Maintenance team to ensure the effective delivery of maintenance services.
Maintain accurate and auditable records, ensuring compliance with organisational policies, procedures, and regulatory requirements.
Coordinate maintenance-related paperwork, documentation, and service records.
Schedule and coordinate contractor and supplier visits, ensuring all relevant documentation is completed and retained.Financial Administration

Process purchase requisitions, goods received notices, and invoices through the organisation's financial management system.
Raise purchase orders and liaise with suppliers regarding orders, deliveries, and invoicing queries.
Monitor and maintain accurate financial records to support budget management and auditing requirements.Contract and Supplier Coordination

Support the administration of maintenance contracts and service agreements.
Maintain records relating to contractor performance, inspections, service schedules, and compliance documentation.
Liaise with internal stakeholders and external suppliers to ensure maintenance services are delivered as planned.Staff Records and Training Administration

Record and monitor staff attendance information.
Maintain employee records and training databases, ensuring information is accurate and up to date.
Coordinate communications between staff and internal/external training providers to support training delivery and compliance requirements.
Produce reports relating to staff training, attendance, and competency records as required.Meeting and Communication Support

Organise meetings, prepare supporting documentation, and distribute relevant information.
Attend meetings and accurately record, prepare, and distribute minutes and actions.
Develop and maintain effective working relationships with colleagues, contractors, suppliers, and external service providers.Computerised Maintenance Management System (CMMS)

Operate and maintain the Computerised Maintenance Management System (CMMS).
Allocate, monitor, update, and close maintenance work orders.
Record maintenance activities and generate reports to support operational performance monitoring and compliance assurance.
Ensure maintenance data is accurate, complete, and available for management reporting and audit purposes.

Person Specification

Essential Skills and Experience

Experience in an administrative or coordination role.
Strong organisational and record-keeping skills with excellent attention to detail.
Experience using computerised systems and databases.
Competent in Microsoft Office applications, particularly Word, Excel, and Outlook.
Ability to prioritise workloads and meet deadlines.
Excellent written and verbal communication skills.
Experience producing accurate meeting minutes and reports.Desirable Skills and Experience

Experience working within estates, facilities management, maintenance, engineering, or a similar operational environment.
Knowledge of Computerised Maintenance Management Systems (CMMS).
Experience using financial management or purchase order systems.
Understanding of compliance, audit, and quality assurance processes.

Key Attributes

Professional and reliable approach to work.
Strong attention to accuracy and data integrity.
Ability to work independently and as part of a team.
Proactive problem-solving skills.
Commitment to maintaining confidentiality and compliance standards.

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