Estate Coordinator

Estates Coordinator  

The Estates Coordinator is responsible for supporting the effective day-to-day management of the park by ensuring compliance and administrative processes are delivered efficiently. 

The role acts as a key link between occupiers, contractors, and the site management team, ensuring issues are resolved promptly and the park operates smoothly. The postholder will coordinate statutory compliance activities, support planned and reactive maintenance programmes and oversee key administrative and financial processes. 

Key Responsibilities 

Estates Administration & Coordination 

• Manage the Estates enquiries mailbox, ensuring queries are responded to and resolved in a timely manner. 

• Coordinate visitor access, including booking visitors in through Reception. 

• Support security processes, including Giant screening for security pass holders. 

• Supervise and support the Administrator to ensure efficient delivery of site administration tasks. 

• Hold weekly look -ahead meetings with TFM account to review upcoming works, coordinate activities and minimise operational disruptions  

Compliance & Statutory Inspections 

• Support in the coordination of statutory inspections, including lifts, fire systems, and inspections undertaken by Zurich. 

• Assisting the Operations Manager by reviewing inspection reports upon receipt and arrange remedial works or quotations where required. 

• Track remedial works through to completion, ensuring compliance is maintained. 

• Update and maintain accurate compliance documentation and records. 

• Support the Operations Manager by acting as the point of contact for contractual PPMs and ensure certification is logged and filed appropriately. 

• Assist with compliance monitoring and preparation for audits. 

Maintenance Support 

• Support the Facilities & Operations Manager in planning and tracking planned preventative maintenance (PPM) programmes. 

Financial & System Management 

• Create and raise quotations and Purchase Orders for Total Facilities Management (TFM) services and service charges across the park. 

• Process monthly recharges for post, meeting room bookings and cleaning services. 

• Support and administer the Equiem meeting room booking system. 

Utilities 

• Input and maintain accurate meter readings to support utilities monitoring and reporting.