Property and Compliance Administrator

Equals One Ltd; Coulton; On-site; GBP 27,000 - 33,000; Full time

Benefits offered by this job

Free on-site parking

Free lunch during working hours

8% employer-matched pension

Life assurance

Employee Assistance programme

Job summary

Equals One Ltd. is seeking a Property and Compliance Administrator to support the Head of Property Services with records, compliance, HSE administration, and contractor coordination. The role covers documentation, reporting, and service portfolio management.

You will maintain RFI/inspection trackers, assist RAMS processes, and liaise with contractors and suppliers to ensure timely, compliant operations. Based in Ampleforth, the role is full-time with organisational impact across the Abbey estate.

Qualifications

• GCSEs (or equivalent) including English and Maths.
• Own transport required - located Ampleforth.
• Previous experience in an administrative role.
• Strong organisational and multitasking skills.
• Excellent written and verbal communication skills.
• Proficient in Microsoft Office applications, particularly Excel, Word, and Outlook.
• Experience maintaining confidential and accurate records.
• Ability to prioritise workload and meet deadlines.

Responsibilities

• Provide day-to-day administrative support to the Head of Property Services.
• Manage calendars, meetings, appointments, and departmental correspondence.
• Prepare reports, presentations, meeting minutes, and documentation.
• Maintain accurate filing systems, databases, and property records.
• Coordinate purchase orders, invoices, and expense processing.
• Maintain compliance trackers for statutory inspections and certifications.
• Monitor expiry dates and ensure timely scheduling of inspections and remedial works.
• Assist in the administration of HSE policies, procedures, and reporting systems.
• Maintain accident, incident, and near-miss records.
• Coordinate HSE training records and certification tracking.
• Support risk assessment and method statement (RAMS) administration.
• Help ensure contractors and suppliers submit required HSE documentation before commencing works.
• Liaise with contractors, suppliers, tenants, and internal departments.
• Schedule maintenance visits, inspections, and service appointments.
• Track completion of reactive and planned maintenance works.
• Assist with contractor onboarding and documentation checks.
• Monitor service level agreements (SLAs) and elevate outstanding issues where necessary.
• Assist in analysing service performance data and identifying trends.
• Support budget tracking and invoice reconciliation where applicable.

Skills

Organisational skills

Communication skills

Time management

Education

GCSEs incl. English & Maths

Tools

Microsoft Office

Microsoft Excel

Microsoft Word

Outlook

Job description

Property and Compliance Administrator

Salary: Up to £30,000 dependent on experience and skills

Hours: Full-time 37 hours per week Monday to Friday

Based at Ampleforth YO62 4EN

About us

We are home to the UK's largest Benedictine monastic community, rooted in the Rule of St Benedict. Our mission is to seek God through prayer and service, and to invite others to experience faith in action.

Located in the Howardian Hills near York, the Abbey sits within an Area of Outstanding Natural Beauty and welcomes thousands of visitors each year to its Retreat Centre, Visitor Centre, Shop and Tea Room.

The Trust, a registered charity, works alongside the monastic community to support this mission. With around 60 lay staff, the Trust delivers on a five-year strategy, choosing a Future Together, to ensure a sustainable, faith-led future for the Abbey and its valley home.

We are looking for a Property and Compliance Administrator. Reporting into the Head of Property Services you will provide comprehensive administrative and operational support, with a strong focus on compliance, Health, Safety & Environmental (HSE) administration, contractor coordination, and property service documentation. The role ensures efficient management of records, statutory compliance processes, reporting, and departmental communications across the property portfolio.

Key Responsibilities

• Provide day-to-day administrative support to the Head of Property Services.
• Manage calendars, meetings, appointments, and departmental correspondence.
• Prepare reports, presentations, meeting minutes, and documentation.
• Maintain accurate filing systems, databases, and property records.
• Coordinate purchase orders, invoices, and expense processing.
• Maintain compliance trackers for statutory inspections and certifications.
• Monitor expiry dates and ensure timely scheduling of inspections and remedial works.
• Assist in the administration of HSE policies, procedures, and reporting systems.
• Maintain accident, incident, and near‑miss records.
• Coordinate HSE training records and certification tracking.
• Support risk assessment and method statement (RAMS) administration.
• Help ensure contractors and suppliers submit required HSE documentation before commencing works.
• Liaise with contractors, suppliers, tenants, and internal departments.
• Schedule maintenance visits, inspections, and service appointments.
• Track completion of reactive and planned maintenance works.
• Assist with contractor onboarding and documentation checks.
• Monitor service level agreements (SLAs) and elevate outstanding issues where necessary.
• Assist in analysing service performance data and identifying trends.
• Support budget tracking and invoice reconciliation where applicable.

We are looking for someone who has;

• GCSEs (or equivalent) including English and Maths.
• Own transport required - located Ampleforth
• Previous experience in an administrative role.
• Strong organisational and multitasking skills.
• Excellent written and verbal communication skills.
• Proficient in Microsoft Office applications, particularly Excel, Word, and Outlook.
• Experience maintaining confidential and accurate records.
• Ability to prioritise workload and meet deadlines.

Desirable

• HSE or compliance‑related training/certification advantageous.
• Business Administration qualification desirable.
• Experience within property, facilities management, housing, or maintenance environments.
• Knowledge of compliance and HSE processes.
• Understanding of UK health and safety legislation and property compliance requirements.

What we offer

• Up to 8% employer‑matched pension
• Life assurance
• Free lunch during working hours
• Free on‑site parking
• 20% discount at the Tea room and Abbey Shop
• Christmas Closure
• Historic Houses and Yorkshire Great Houses, Castles and Gardens passes to borrow
• Employee Assistance programme
• Retail savings platform
• 50% discount on fitness suite, swimming and other activities at St Albans Centre

The Trust is committed to the highest standards of safeguarding. All appointments are subject to a DBS check and satisfactory references.

If you enjoy working in a friendly, peaceful atmosphere, meeting new people, being part of a hardworking team, then this role perfect for you!