Estate Coordinator in Doncaster, Yorkshire

We are home to DFS, Sofology, and The Sofa Delivery Company - three distinctive brands with a shared mission to bring great design and comfort into every home, affordably, responsibly, and sustainably. At DFS Group, everyone plays a part. Whether you're supporting our brands or serving our customers, you're helping shape the future of furniture retail. Each brand has its own identity and creative direction, but we are united by a culture that puts people and purpose at the heart of everything we do.

Everyone Welcome

Across our Group, we are committed to a culture where everyone feels welcome, valued, and can thrive at work. We celebrate diverse voices, champion inclusion, and support each other through our growing colleague networks. We invest in partnerships that drive change, from supporting Doncaster Pride and introducing the Hidden Disabilities Sunflower, to partnering with Carers UK and developing leaders with Diversity in Retail. We are proud to be an equal opportunities employer, committed to building a workplace that reflects the communities we serve. So, if your experience doesn’t quite match the specification, we’d still really love to hear from you.

Overview: You will work within the Estates Department, reporting to the Head Of Group Acquisitions and Estates, supporting in the management of a portfolio of approximately 200 leasehold and freehold properties. Your responsibilities will extend to DFS, Sofology, The Sofa Delivery Company, and manufacturing properties. You will be responsible for the day-to-day estates coordination and administration of our properties.

Key Responsibilities:

• You will liaise with Store and CDC managers, Landlords and their managing agents, other internal/external stakeholders, and external third-party suppliers via telephone, email, Google Meet, and text on estates matters.
• You will work with the FM teams, stores/CDC Managers, and external partners regarding estates issues and report to our Landlords where appropriate and escalate as required.
• You will be the first point of contact for all third-party estates queries and see through to a completed outcome through own resolve or escalation to the Head of Acquisitions and Estates.
• You will support the Finance team regarding lease payment queries and escalate as appropriate.
• You will support the Estates Team in keeping all property records, audit trackers, savings trackers, and spreadsheets up to date including: Insurance Spreadsheet, License to Alter Tracker, Tenure Schedule, Contact Schedule, Business Rates, Insurance Savings and communicate key updates.
• You will be responsible for the Medius Procurement System, raising purchase requisites for third-party invoices.
• You will be responsible for maintaining the property database and schedules and keeping records accurate and up-to-date as well as providing relevant information to Finance for reporting.
• You will assist in the preparation of the estates budgets.
• You will monitor lease expiry, break dates, and rent review dates through the property database system and flag to the Head of Acquisitions and Estates for actioning.
• You will organise meetings, take minutes, and coordinate follow-up actions as appropriate.
• You will be responsible for collecting and actioning any post.
• Any other responsibilities as designated by the Estates Team.

Key Skills & Personal Attributes:

• Good written and oral communication skills.
• Ability to work effectively in a fast-paced environment and sometimes under pressure.
• Excellent organisation and time management skills.
• Ability to prioritise your workload.
• Able to work individually or as part of the team.
• Self-motivated with a proactive attitude.
• Good attention to detail and able to record details accurately.
• Positive and encouraging attitude.
• Proficient in Excel and Google software.