Estates Administrator

City Of Doncaster Council; Doncaster; On-site; GBP 26,000 - 29,000; Full time

Job summary

City of Doncaster Council is seeking a highly organised Estates Administrator to support estates and facilities operations across our Foundation. You will provide high-quality administrative support to coordinate, record and report maintenance, compliance and statutory obligations.

The role requires strong organisational and communication skills, with responsibilities including maintenance records, contractor coordination and ensuring audit-ready documentation.

Qualifications

• Experience in an admin role within estates, facilities or a similar operational environment.
• GCSE English and Maths (grade 4+) or equivalent.
• Business Administration or equivalent qualification.
• Understanding of statutory compliance and health and safety requirements.
• Strong organisational and multitasking abilities, with excellent communication skills.

Responsibilities

• Act as central point of contact for estates queries via face-to-face, phone, email and helpdesk systems.
• Monitor and manage the job ticketing system and allocate tasks.
• Maintain records of planned and reactive maintenance activities.
• Coordinate internal estates staff and external contractors.
• Assist Health and Safety Coordinator with monitoring and reporting compliance performance.
• Ensure all estates documentation is accurate, accessible and audit-ready.
• Raise purchase orders and process requisitions.
• Support goods receipting, invoice processing and contractor payments.
• Track expenditure and assist with budget monitoring.

Skills

Organisational skills

Planning

Prioritisation

Communication

Administrative experience

Education

GCSE English & Maths

Business Administration qualification

Tools

Ticketing system

Job description

We are seeking a highly organised and proactive Estates Administrator to support the effective delivery of estates and facilities operations across our Foundation. This is a key role providing high-quality administrative support to ensure maintenance, compliance, statutory obligations and operational activities are efficiently coordinated, recorded and reported.

About the Role

The Estates Administrator plays a key role in supporting the effective delivery of estates and facilities operations across the Foundation. The postholder will provide high-quality, professional and responsive administrative support to the Estates team, ensuring that maintenance, compliance, statutory obligations and operational activities are effectively coordinated, recorded and reported. The postholder is responsible for providing the administrative support that underpins the effective delivery of statutory compliance requirements across the Foundation.

This role is central to ensuring that systems, processes and information flows operate efficiently, supporting both day-to-day service delivery and longer-term estates planning and compliance.

Key Responsibilities

• Act as a central point of contact for estates-related queries, face-to-face, via phone, email and helpdesk systems
• Monitor and manage the job ticketing system, ensuring timely allocation and completion of tasks
• Maintain accurate and up-to-date records of planned and reactive maintenance activities
• Support the coordination of internal estates staff and external contractors
• Support the Health and Safety Coordinator in monitoring and reporting compliance performance, ensuring risks, overdue actions and statutory requirements are clearly identified and escalated where required
• Ensure all estates documentation is accurate, accessible and audit-ready
• Raise purchase orders and requisitions in line with Foundation procedures
• Support goods receipting, invoice processing and contractor payment workflows
• Track expenditure and support budget monitoring where required
• Coordinate contractor visits, ensuring compliance with safeguarding and site access requirements
• Maintain visitor, contractor and DBS records
• Support the coordination of fleet servicing, maintenance and compliance requirements
• Maintain vehicle booking systems and associated records
• Ensure all relevant documentation relating to drivers and vehicle use is accurate and up to date
• Maintain site access systems, including issuing and managing fobs and access permissions

For a full list of responsibilities please see the job description.

What We’re Looking For

• Proven experience in an administrative role within estates, facilities or a similar operational environment, with the ability to manage systems, processes and compliance-related documentation effectively.
• GCSE Grade 4 or above (or equivalent) in English and Maths
• Relevant Business Administration or equivalent qualification
• Understanding of statutory compliance, health and safety requirements or regulatory record keeping
• Excellent organisational, planning and prioritisation skills, including the ability to manage multiple tasks and competing deadlines
• Excellent interpersonal skills, communication skills, both written and verbal.

We can offer you:

• Contributory Pension
• Great CPD opportunities
• Free onsite parking
• Free use of onsite gym
• Discounted childcare at the onsite Little Learners Day Nursery
• Westfield Health Cash Plan including Doctorline - 24/7 access to a GP, Dental, Optical and Prescription claims and much more (funded by the employer)