Estates Co-ordinator

The Arch Co; Greater London; On-site; GBP 32,000 - 46,000; Full time

Job summary

The Arch Co is seeking an Estates Co-ordinator to support the Quality & Assurance Lead in delivering estate management compliance, inspections, quality assurance and governance across the London estate. You will act as a central coordination point for records, evidence and assurance, working with internal teams and service partners to ensure accurate data, auditable records and timely actions.

This hands-on role suits someone developing a career in Estate/FM compliance and operational

Qualifications

• Experience in estate, facilities management or compliance coordination.
• Knowledge of statutory compliance and inspections in FM.
• Experience using CAFM or FM systems with data quality focus.
• Strong organisational and communication skills.
• Ability to manage multiple priorities.

Responsibilities

• Coordinate records, evidence and assurance across the estate.
• Maintain compliance certification and inspection records in CAFM.
• Support estate inspections programme and actions tracking.
• Produce regular compliance and performance reports.
• Own inboxes and act as central coordination point for queries.
• Assist with minutes, meeting logistics and onboarding.
• Raise POs and support FM administrative processes.

Skills

Estate coordination

CAFM systems

Inspections

Data quality

Stakeholder engagement

Documentation

Tools

CAFM systems

Job description

Estates Co-ordinator

Application Deadline: 26 October 2026

Department: Operations

Employment Type: Full Time

Location: London

Reporting To: Tristan McCarthy

Description

Role purpose

The Estates Co-ordinator supports the Quality & Assurance Lead in the delivery of Estate Management compliance, inspections, quality assurance and operational governance activities across the estate.

Acting as a central coordination role, the post holder will support the administration, tracking, reporting and assurance of statutory compliance, inspections and Estate Team processes. The role works closely with operational Estate teams, service partners and internal stakeholders to ensure records are accurate, actions are tracked and compliance evidence is robust and auditable.

This is a hands-on coordination role requiring strong organisational skills, attention to detail and confidence working with FM systems, data and multiple stakeholders. It is well suited to someone looking to develop their career within Estate or FM compliance, assurance and operational coordination.

Key Accountabilities

Key accountabilities

Compliance, Assurance & Inspections Support

• Support the delivery of Estate compliance activities across the estate, acting as a central coordination point for records, evidence and assurance processes.
• Maintain and update compliance certification, inspection records and supporting documentation within CAFM and associated systems.
• Assist in the coordination of the Estate inspections programme, working with internal teams and inspection service providers to track progress and outputs.
• Support the tracking, escalation and closure of inspection actions, ensuring follow-up actions are logged, monitored and evidenced.
• Support the monthly delivery of the Vacant Available inspections programme, providing assurance that records are complete and properties remain safe, compliant and ready for letting.

• Manage Keystone uploads and rental space reassignments, ensuring records are accurately maintained and aligned with operational requirements.
• Support data quality across Estate systems, identifying gaps, inconsistencies or errors and working with stakeholders to resolve them.
• Assist with system testing, data validation and operational readiness activity as part of Estate system improvements or change initiatives.

• Produce regular compliance, inspection and performance reports for review by the Quality & Assurance Lead.
• Maintain clear audit trails to support internal assurance, audits and external scrutiny.
• Support the maintenance of the Quality Management System (QMS), including document control, version management and review cycles.
• Audit outsourced head lease inspections, to ensure accurate records are captured and risk to the operational railway minimised.

• Own and manage the various Estates Team inboxes, responding to customer, contractor and internal queries, triaging requests and escalating where appropriate.
• Act as a central coordination point between operational Estates teams, suppliers and central functions on compliance and assurance matters.
• Responsible for company fleet management, ensuring accurate records are maintained
• Responsible for Key Management, ensuring accurate management of all vacant property keys, and properties can be accessed.

• Participate in internal team and contractor meetings, taking accurate minutes, tracking actions and distributing meeting packs.
• Arrange meeting logistics including room bookings, refreshments, agendas and supporting documentation.
• Provide project support to the Compliance Coordinator and Audit & Assurance Controller, assisting with data collation, action tracking and delivery of assurance projects.
• Raise purchase orders (POs), chase work orders and support financial administration in line with FM processes.

• Support staff inductions and training activities, including coordinating onboarding materials, system access and introductory sessions.
• Actively participate in the People Plan working group, helping organise social and work-related events.
• Manage the team suggestions inbox and tracker, supporting engagement and continuous improvement.
• Contribute to the preparation and publication of monthly Estate or Operations newsletters.
• Event management

Skills, Knowledge and Experience

• Experience in a Estate, Facilities Management, property, compliance or operational coordination role.
• Working knowledge of statutory compliance and inspections within an FM or property environment.
• Experience using CAFM or FM systems, with strong attention to data quality and reporting.
• Strong organisational and administrative skills, with the ability to manage multiple priorities.
• Confident communicator, comfortable dealing with internal stakeholders, contractors and customers.
• High level of attention to detail and a structured, methodical approach to work.

• Experience supporting inspections programmes or compliance assurance activity.
• Exposure to Quality Management Systems, audit processes or document control.
• Experience supporting system implementations or operational change programmes.
• Experience in financial administration, raising POs or managing work orders.