Administrator

Dynamite Recruitment Solutions Ltd; Southampton; On-site; GBP 27,000 - 29,000; Full time

Job summary

A recruitment agency in Southampton is seeking an Administrator to support their Facilities & Estates Team on a temporary basis. The ideal candidate will possess excellent organizational and customer service skills, and have experience in administration. Responsibilities include managing enquiries, producing reports, and coordinating meetings. This role offers an immediate start and potential for a fixed-term contract.

Qualifications

• Excellent administrative and organizational skills.
• Strong customer service approach.
• Confident communicator with professional telephone and email manner.
• Able to prioritize tasks and manage deadlines.
• IT-confident; database/system experience is beneficial.
• Proactive team player with strong attention to detail.

Responsibilities

• Provide administrative and operational support to the Facilities & Estates Team.
• Deliver a high-quality, customer-focused service to marina teams.
• Act as the first point of contact for all Estates enquiries.
• Assist in producing service charge budgets and reports.
• Raise and manage purchase orders and resolve related queries.

Skills

Organisational skills

Customer service

Communication skills

Problem-solving

Attention to detail

IT skills

Job description

Administrator - Facilities & Estates Administrator (Temporary Contract)

Location: Southampton

Salary: £27,500 - £29,000 per annum

Hours: Monday to Friday, 9:00am - 5:30pm

Contract Type: Temporary (Full-Time)

Start Date: Immediate Start Available. This is ongoing and could lead to a fixed term contract of 1 year.

Are you an organised, proactive, and customer-focused administrator looking for immediate work? We are recruiting for an Administrator to support our client's busy team and ensure smooth operational delivery across their estate on a temporary basis.

This is an excellent opportunity for someone with strong coordination, communication, and administrative skills who enjoys fast-paced work, problem-solving, and building relationships with stakeholders.

Purpose of the Role

• Provide administrative and operational support to the Facilities & Estates Team.
• Deliver a high-quality, customer-focused service to marina teams and tenants across our client's estate.
• Support the raising and management of purchase orders for reactive repairs and planned maintenance.
• Produce monthly project status reports for the team.
• Contribute to business planning and the wider success of our client's Estates function.

Key Responsibilities

Customer & Helpdesk Support

• Act as the first point of contact for all Estates enquiries via phone and email.
• Manage the estates inbox, escalating urgent matters appropriately.
• Provide excellent customer service through problem-solving and clear communication with tenants, managers, and operational teams.

Administrative & Reporting Duties

• Assist in producing service charge budgets, reconciliation reports, and the annual service charge booklet.
• Generate activity reports, KPI updates, and MI data for internal and board-level reporting.
• Maintain the lease management system (NetSuite) with accurate and timely data.
• Organise and coordinate meetings with tenants, contractors, and internal teams.
• Support with maintaining property schedules, APR memos, Live Tracker updates, and Estates databases.

Communication & Coordination

• Prepare and distribute tenant/contractor communications, or coordinate with the Marketing Team to issue updates via internal systems.
• Assist with producing and distributing property particulars, ensuring website updates are accurate.

Facilities & Project Support

• Raise and manage purchase orders and resolve related queries.
• Assist with invoice queries for utilities, external suppliers, and the internal Finance Department.
• Integrate financial data into PPM and reactive repair tracking spreadsheets.
• Arrange and attend site visits and inspections alongside Estates Managers.
• Maintain and manage the Estates Office key box and register.

Ideal Candidate

• Excellent administrative and organisational skills
• Strong customer service approach
• Confident communicator with professional telephone and email manner
• Able to prioritise tasks and manage deadlines
• IT-confident; database/system experience is beneficial
• Proactive team player with strong attention to detail
• Previous experience in property would be an advantage but not essential

If you are a highly organised individual who enjoys variety, communication, and supporting operational teams, we would love to hear from you.

Apply today for an immediate start and join a dynamic Estates function.