Estates/Property Coordinator

The Opportunity 

We are seeking an organised and proactive team assistant to support the Head of Estates and facilitate the smooth operation of our team. This role combines personal assistant duties with administrative and operational responsibilities, ensuring efficiency and collaboration within the department. The ideal candidate will be a dependable problem-solver, an excellent communicator and a highly organised individual with a proactive mindset.

What will my accountabilities be? 

Key Responsibilities

• Provide administrative support to Head of Estates and team, including scheduling meetings, managing calendars, and handling correspondence.
• Maintain accurate records and databases related to property management, maintenance schedules, and compliance documentation.
• Coordinate and liaise with contractors, suppliers, and service providers to ensure timely and efficient delivery of services.
• Assist in the preparation of reports, presentations, and other documentation as required.
• Handle incoming inquiries and requests, providing information and assistance as needed.
• Support the team in the planning and execution of estates projects and initiatives.
• Monitor and manage office supplies and equipment for the Estates department.
• Provide Personal Assistant support to the Head of Estates.
• Oversee General and Administrative (G&A) department account. Assist in annual budget planning, tracking expenditures, and ensuring budgetary compliance.
• First point of contact for Ad Hoc requests and queries. Provide timely and effective solutions or escalate issues to the appropriate team member.
• Facilitate and organize key team meetings, including scheduling, preparing agendas, and ensuring effective follow up on actions.
• Support the coordination of team activities and initiatives to drive engagement and alignment.

What Team will I be a part? 

Part of the Estates Team within the wider Development Team (including Acquisitions and Construction) and work closely with Operations, Finance and Legal partners.

Who are my customers? 

Internal:

• Works closely within the Property team reporting to the Head of Estates
• Cultivate and promote working relationships with key internal partners including Finance, IT, Legal and Global

External:

• Build positive relationships with retained agents, external suppliers, consultants, and contractors.