Admin Assistant Estates Department 6 month FTC

Bidvane; Lewes; Hybrid; GBP 20,000 - 26,000; Full time

Job summary

East Sussex Fire & Rescue Service is seeking an Estates Administrative Assistant for a six-month fixed-term role in Lewes. The position is 37 hours per week and based at Joint Headquarters, requiring police vetting.

You will support records, compliance, procurement, and CAFM system administration. Based in the Estates Department, you will coordinate procurement, budget records, and reporting while maintaining property documentation and registrations.

Qualifications

• Strong organisational skills and attention to detail.
• Positive, solution-focused approach.
• Confidence using Microsoft Office applications.
• Ability to manage multiple priorities.
• Ability to work collaboratively as part of a team.

Responsibilities

• Maintain Estates records, electronic filing and property documentation at HQ Lewes.
• Administer statutory compliance inspections and servicing.
• Update compliance registers, trackers and management information.
• Support capital project administration, including procurement documents and project trackers.
• Raise and monitor purchase orders, process invoices and assist with budget administration.
• Coordinate meetings, maintain action logs and support departmental reporting.
• Support the introduction and ongoing administration of the Estates CAFM system.

Skills

Strong organisational skills

Positive solution-focused approach

Confidence with Microsoft Office

Prioritisation ability

Team collaboration

Tools

Microsoft Office Suite

CAFM system

Job description

The Estates Administrative Assistant joins East Sussex Fire & Rescue Service’s Estates Department for a six-month fixed-term post. The work covers records, compliance administration, capital project support, purchasing and coordination for the property portfolio. The role also supports the introduction and ongoing administration of the Estates CAFM system. It is 37 hours a week and requires police vetting for work based at Joint Headquarters in Lewes.

What the job involves

• Based at East Sussex Fire & Rescue Service Headquarters in Lewes, maintain Estates records, electronic filing systems and property documentation
• Administer statutory compliance inspections, servicing and related remedial actions
• Update compliance registers, trackers and management information
• Support capital project administration, including procurement documents, project trackers and financial records
• Raise and monitor purchase orders, process invoices and assist with budget administration
• Liaise with contractors, suppliers and internal stakeholders
• Coordinate meetings, maintain action logs and support departmental reporting
• Support the introduction and ongoing administration of the Estates CAFM system

Skills & knowledge

• Strong organisational skills and attention to detail
• Positive, solution-focused approach
• Confidence using Microsoft Office applications
• Ability to manage multiple priorities
• Ability to work collaboratively as part of a team

Checks & eligibility

• Police vetting for roles based at Joint Headquarters in Lewes

Nice to have

• Experience in property, facilities management, construction or a compliance-led environment