Estates & Services Administrator - GBP28,923 per year - Coventry

Think Recruitment; England; On-site; GBP 28,000 - 34,000; Full time

Job summary

A community organisation in Coventry is seeking an Estates & Services Administrator to provide essential administrative support to ensure efficient service delivery. Responsibilities include managing office systems, preparing documentation, and liaising with internal teams. The ideal candidate will have strong administrative experience, excellent IT skills, and good communication abilities. This full-time role presents an excellent opportunity to join a supportive team within a rewarding environment.

Qualifications

• Experience of working within an administrative or office-based role.
• Strong IT skills, including Microsoft Word, Excel, and PowerPoint.
• Experience in a team environment and delivering to targets.

Responsibilities

• Provide administrative support across Estates & Services.
• Maintain records using various systems.
• Support managers and cover administrative tasks as needed.

Skills

Administrative experience

Strong IT skills (Microsoft Office)

Communication skills

Teamwork

Data protection awareness

Adaptability

Tools

Ebis

MIS

GIS

Sunrise

Arbor track

Job description

Estates & Services Administrator

Location: Coventry
Contract: Permanent, Full Time
Salary: 28,923 per annum

The Opportunity

We are looking to recruit an Estates & Services Administrator to join a busy and supportive team within a leading housing and community organisation in the Coventry region.

This is a varied and essential role providing high-quality administrative and clerical support to the Estates & Services Directorate, ensuring services run efficiently, professionally and in line with organisational policies and values.

Key Responsibilities

You will provide direct administrative support across Estates & Services, including:

Administration & Office Support

• Taking and preparing meeting minutes
• Preparing letters, correspondence and management documentation
• Setting up and maintaining office systems and accurate records
• Managing diaries and organising meetings using Outlook or equivalent
• Providing general clerical support including filing, photocopying, post handling and email management
• Receiving visitors and providing a professional meet-and-greet service, including hospitality where appropriate

Monitoring & Reporting

• Supporting the monitoring of work plans and action plans, updating progress and chasing targets
• Maintaining weekly productivity reports (e.g. communal cleaning, voids, grounds maintenance and other team activities)
• Producing daily and ad-hoc reports as required
• Running performance monitoring reports and undertaking trend analysis

Systems & Data Management

• Maintaining and monitoring records using systems such as Ebis, MIS, GIS, Sunrise, Arbor track and others
• Raising and closing works daily
• Processing invoices and payments
• Ensuring GDPR compliance, secure storage of records and confidential shredding

Operational Support

• Maintaining accurate staffing records including sickness and annual leave
• Procuring, distributing and recording uniforms and PPE
• Supporting deliveries and collections for contracts
• Dealing with tenant enquiries (telephone and in person), including appointments for pest control or bulk removals
• Liaising with internal teams and external agencies to resolve issues promptly

Team & Organisation

• Supporting managers within Estates & Services as required
• Providing cover across the admin team during sickness or holidays
• Creating and updating knowledge boards monthly
• Always communicating effectively and professionally

All duties will be carried out in line with organisational policies, including Health & Safety, Equality & Diversity, Customer Involvement and Safeguarding.

To be successful in this role, you will have:

• Experience of working within an administrative or office-based role
• Experience of working in a team environment and delivering to targets
• Strong IT skills, including Microsoft Word, Excel and PowerPoint
• Experience using administration, performance monitoring or management systems
• A confident, friendly and professional telephone manner
• The ability to work on your own initiative and adapt to change
• Strong written and verbal communication skills
• An understanding of data protection, confidentiality and GDPR
• Awareness of Equality of Opportunity and Safeguarding principles
• An understanding of handling information on a need-to-know basis

Experience of ordering, distributing and recording uniforms and PPE is desirable.

If you feel you'd be a good fit for the role, feel free to send your CV to Adam at (url removed) or call (phone number removed)

INDPS