Estates Co-ordinator

Hartford Care Limited; Basingstoke; On-site; GBP 26,000 - 34,000; Full time

Job summary

Hartford Care Limited is seeking an organised Estates Co-ordinator to join the Estates and Development department. You will provide professional administrative support to the Estates and Development Director and help build an asset management framework across Homes to maximise value, reduce risk and minimise ownership costs.

You will handle enquiries with tact, build relationships with colleagues and contractors, and keep estates operations running smoothly.

Qualifications

• Excellent written and verbal communication skills.
• Confident with Microsoft Word, Excel and Outlook.
• Strong attention to detail, with excellent organisation and time management.
• Able to work on your own initiative.
• A practical problem solver who knows when to seek advice.

Responsibilities

• Asset management: Own and coordinate the asset database and register; manage lifecycle across the group.
• Risk: Monitor action plans from maintenance, servicing and risk assessments.
• Purchasing: Support group purchasing requests and ensure policy compliance.
• Budget and contracts: Oversee budget, assist with contract management.
• Maintenance coordination: Log dates, chase actions, monitor servicing dates.
• Contractors and repairs: Check with contractors and resolve issues.
• Site visits and audits: Arrange visits and support audits of maintenance folders.
• Communications: Manage inbox, answer inquiries, ensure actions are followed through.

Skills

Excellent written and verbal comms

Microsoft Word

Excel

Outlook

Attention to detail

Organisation & time management

Own initiative

Problem solving

Tools

Microsoft Word

Excel

Outlook

Job description

Hartford Care is looking for an organised, proactive Estates Co-ordinator to join our Estates and Development department. You will provide professional administrative support to the Estates and Development Director. You will also help build and maintain an asset management framework across our Homes, so that our assets deliver value, risk is reduced and the cost of ownership stays down.

This is a varied role. You will handle enquiries with tact, build strong relationships with colleagues and contractors, and keep our estates operations running smoothly.

Key responsibilities

• Asset management: Own and coordinate the asset database and register. Make sure all equipment is tagged and cross-referenced to the accounting fixed asset register, and manage the asset lifecycle across the group.
• Risk: Monitor and track action plans arising from maintenance, servicing and risk assessments.
• Purchasing: Support group purchasing requests, such as fire safety and gardening equipment, and ensure compliance with the group purchasing policy.
• Budget and contracts: Oversee the Estates budget, cross-check costs and monitor spend. Assist with contract management alongside the Director.
• Maintenance coordination: Log dates in pre-planned maintenance logs, chase outstanding actions with Home Managers, and distribute outstanding action reports. Monitor servicing dates with Regional Operational Managers and make sure remedial actions are completed.
• Contractors and repairs: Carry out regular checks with external contractors and elevate concerns. Support Homes in resolving breakdowns and repairs in-house where possible.
• Site visits and audits: Arrange on-site visits to make sure Homes have the right equipment. Support the Quality Team with periodic audits of maintenance folders.
• Communications: Manage the Director's inbox, answer phone and email enquiries, and make sure actions are passed on and followed through.

Skills

• Excellent written and verbal communication skills
• Confident with Microsoft Word, Excel and Outlook
• Strong attention to detail, with excellent organisation and time management
• Able to work on your own initiative
• A practical problem solver who knows when to seek advice