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For Companies At a Glance
- Tasks: Provide top-notch admin support to keep our estates running smoothly.
- Company: Join a professional and supportive Estates team in Stoke-on-Trent.
- Benefits: Competitive salary, career development, and a chance to make an impact.
- Why this job: Gain real responsibility while managing a diverse property portfolio.
- Qualifications: Strong admin skills and experience with systems like QFM are a plus.
- Other info: Great opportunities for growth in facilities and estates management.
The predicted salary is between 21500 - 29500 £ per year.
We are looking for an organised and proactive Estates Administrator to provide high-quality administrative support to our Regional Facilities Managers (RFMs). The purpose of the role is to help ensure our property portfolio is maintained to the highest possible standard, with strong compliance, accurate systems management and effective coordination of contractors and maintenance activity. You will play a key role in keeping our estates operation running smoothly, acting as a central point of contact for maintenance requests, statutory compliance and contractor coordination.
Key Responsibilities
- Work as part of the QFM team, supporting a defined area and helpdesk function
- Maintain and update QFM to ensure compliance across the group
- Add, update and manage service schedules for new and existing properties
- Publish and maintain schedules via the schedule planner
- Coordinate planned and reactive maintenance through QFM
- Process site-requested repairs and maintenance tasks
- Manage and respond to site email requests
- Log and manage out-of-hours call-outs on QFM
- Track and chase overdue events and actions
- Maintain and update the Maintenance Matrix
- Maintain a database of statutory requirements and compliance records
- Upload, file and attach certificates and reports to QFM
- Carry out daily checks of certification and escalate where required
- Obtain and process contractor quotes for remedial works
- Support RFMs with administrative duties
- Attend meetings with RFMs, contractors and suppliers
- Coordinate contractors and maintenance personnel
- Set up and maintain lift service agreements and insurance inspections
- Manage requirements for new maintenance personnel
- Prepare reports for Estates and Operational teams
- Process invoice approvals via SAP
What We're Looking For
- Strong administrative experience in estates, facilities, or property services
- Confident using systems and databases (experience with QFM highly desirable)
- Excellent organisational and time-management skills
- Ability to manage multiple tasks and priorities
- Clear and professional communication skills
- Confident liaising with contractors and internal stakeholders
- High attention to detail, particularly around compliance and documentation
Desirable:
- Experience working in a multi-site property portfolio
- Knowledge of statutory compliance within estates or facilities
- Experience using SAP or similar finance systems
Why Join Us
- Be part of a professional and supportive Estates team
- A role with real responsibility and impact across the organisation
- Exposure to a varied and complex property portfolio
- Opportunities to develop within facilities and estates management
Estates Administrator in Stoke-on-Trent employer: CareTech
Contact Detail:
CareTech Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Estates Administrator in Stoke-on-Trent
✨Tip Number 1
Network like a pro! Reach out to people in the estates and facilities sector, especially those who work with QFM or similar systems. A friendly chat can lead to insider info about job openings that aren't even advertised yet.
✨Tip Number 2
Prepare for interviews by brushing up on your knowledge of statutory compliance and maintenance processes. We want you to show off your organisational skills and attention to detail, so practice answering questions that highlight these abilities.
✨Tip Number 3
Don’t forget to follow up after interviews! A quick thank-you email can keep you fresh in their minds and shows your enthusiasm for the role. Plus, it’s a great chance to reiterate why you’re the perfect fit for the Estates Administrator position.
✨Tip Number 4
Apply through our website for the best chance at landing the job! We love seeing candidates who take the initiative to connect directly with us. Make sure your application reflects your strong administrative experience and your passion for facilities management.
We think you need these skills to ace Estates Administrator in Stoke-on-Trent
Some tips for your application 🫡
Tailor Your CV: Make sure your CV is tailored to the Estates Administrator role. Highlight your administrative experience and any relevant skills, especially those related to estates and facilities management. We want to see how you can bring value to our team!
Showcase Your Organisational Skills: In your application, emphasise your organisational and time-management skills. Give examples of how you've managed multiple tasks or projects in the past. This will show us that you're ready to handle the busy nature of the role.
Be Clear and Professional: When writing your cover letter, keep it clear and professional. Use straightforward language and make sure to address how your experience aligns with the key responsibilities listed in the job description. We appreciate a well-structured application!
Apply Through Our Website: Don’t forget to apply through our website! It’s the best way for us to receive your application and ensures you’re considered for the role. Plus, it shows us you’re keen to join our team at StudySmarter!
How to prepare for a job interview at CareTech
✨Know Your Stuff
Make sure you understand the key responsibilities of the Estates Administrator role. Familiarise yourself with QFM and how it’s used for compliance and maintenance management. Being able to discuss specific examples of how you've used similar systems will show you're ready to hit the ground running.
✨Show Off Your Organisational Skills
Prepare to demonstrate your organisational prowess. Think of examples where you've successfully managed multiple tasks or projects, especially in a facilities or estates context. Bring up any tools or methods you use to stay organised, as this is crucial for the role.
✨Communicate Clearly
Since you'll be liaising with contractors and internal stakeholders, practice clear and professional communication. Be ready to discuss how you handle communication in challenging situations, like coordinating maintenance requests or managing compliance documentation.
✨Attention to Detail is Key
Highlight your attention to detail, especially regarding compliance and documentation. Prepare examples of how you've ensured accuracy in your previous roles, whether it's maintaining records or processing invoices. This will reassure them that you can manage the meticulous aspects of the job.
