Estates Office Administrator in Southampton

What we are looking for:

We are seeking a proactive and highly organised Office Administrator to support the Estates team in ensuring the smooth day-to-day running of the office environment. This includes all administrative tasks, coordinating internal communications, arranging contractor bookings and acting as a point of contact for internal and external stakeholders. The successful candidate will bring a positive energy, excellent communication skills and will be adept at managing relationships with internal and external stakeholders.

Role Responsibilities:

• Manage the maintenance portal (JobLogic) for both internal and external Planned Preventative Maintenance (PPM) and reactive works. This will include raising, updating and closing down jobs, and updating existing jobs to align with PPM and reactive works.
• Provide general administrative support to the team, coordinating stakeholder communications and acting as liaison across departments.
• Organise office supplies, stationery, and equipment inventory.
• Coordinate meeting room bookings and visitor access.
• Invoice processing, control of purchase orders and general budgetary control processes.
• Completion and submission of monthly management information and performance monitoring i.e KPI’s.
• Maintain internal documentation, policies, procedures and maintain compliance records.
• Liaising with suppliers and contractors for site visits and bookings ensuring that all required documents and controls have been submitted and are in place prior to the commencement of works.
• Prepare job reports and assist in tracking progress of ongoing tasks.
• Organise internal events and communications.
• Support onboarding of new starters with desk setup and welcome packs.
• Manage the inhouse teams training record, to include booking of courses as and when required.
• Assist with health & safety and fire warden duties.
• Consistently demonstrate and encourage others to adhere to the company values of Proud, Passionate, Ambition and Together.
• Contribute to the Company’s aspiration of becoming an Employer of Choice and Responsibility in the local area by actively participating in our volunteering opportunities where possible.
• Demonstrate engagement with and adherence to the Company’s policies, procedures, guidelines, wellbeing initiatives and reporting channels to ensure all work is carried out safely and to the highest standards, including but not limited to: Health & Safety, Occupational Health & Safety, Compliance and Environmental standards / legislation, Aerodrome license and CAA standards, Appropriate Workplace Behaviour, UK Modern Slavery and General Data Protection & Retention (GDPR) Policies.
• Support the team with adhoc activities/tasks as reasonably requested.

About you:

Skills, Qualifications and Experience:

• Evidence of Right to Work in the UK.
• Full 5-year employment/educational history required (with no unaccounted-for gaps).
• Able to obtain a clear Criminal Record Check (CRC) certificate to the required security clearance level for this role.
• Hold a full valid UK Driving License or equivalent.
• Strong organisational and communication skills.
• Demonstrate experience in office administration or coordination, preferably having completed an office administration or office management course.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Ability to manage multiple tasks and prioritise effectively.

What we can offer:

• Competitive salary.
• Discretionary annual bonus.
• 25 days holiday per annum (pro-rata), plus statutory public holidays.
• Workplace pension scheme with enhanced employer contributions.
• Enhanced Company Maternity and Paternity Pay.
• Life assurance.
• Access to medical plan including a range of private treatments (after probation period).
• Health & Wellbeing app with access to discounts.
• Company sick pay scheme.
• Electric vehicle scheme (after 9 months of employment).
• Sustainable travel scheme.
• Annual complimentary bike maintenance.
• Free onsite parking.
• Cycle to work scheme.
• Access to an Employee Assistance programme and helpline.
• Discount on accommodation, food and beverages at affiliated hotel.
• Discount on food/beverage at affiliated pub.
• You’ll also get all kinds of other great perks, like social events and special employee offers.