Estates Coordinator

The Company is looking to procure an experienced Estates Administrator to join an award-winning Group Company based on the outskirts of Exeter. Their family of businesses invest in projects fostering social, environmental, and economic prosperity and they are committed to sustainability and minimal environmental impact. The Group owns and manages a large and diverse portfolio of buildings across the Exeter area from innovative new commercial offices and energy-efficient eco workplaces to Grade 2 listed buildings, holiday homes and lodges.

About the Role: They are seeking an adaptable and detail-oriented Estates Administrator to join their team, where you will be responsible for supporting the day-to-day management of our diverse property portfolio. This role is split between facilities and property coordination and lease/tenant management, covering residential, commercial, and holiday home properties. You will oversee both preventative and reactive maintenance, coordinate with contractors, manage tenant relationships, and ensure compliance with legal requirements.

Key Responsibilities:

• Tenant and Lease Management: Act as a point of contact for tenants, manage lease agreements, ensure compliance with tenancy terms, and handle tenant queries or issues related to property maintenance.
• Property Portfolio Management: Oversee and track maintenance tasks across a diverse property portfolio, balancing the specific needs of residential, commercial, and holiday let properties.
• Facilities Coordination: Oversee both preventative and reactive maintenance tasks across residential, commercial, and holiday home properties. Ensure timely completion of work while maintaining cost-efficiency.
• Contractor and Supplier Liaison: Coordinate with external contractors for maintenance, repairs, and property improvements, ensuring high-quality standards, adherence to deadlines, and cost-effectiveness.
• Portfolio Data Management: Maintain accurate property records, including maintenance logs, tenant details, lease agreements, and compliance documentation.
• Reporting: Provide periodic reports on portfolio performance, property upkeep needs, contractor efficiency, and budget utilisation.
• Regulatory Compliance & Legal Oversight: Maintain compliance with legal and regulatory requirements, including health and safety, lease terms, and environmental standards. Handle property-related legal documentation and ensure properties meet statutory obligations.
• Budget Monitoring & Cost Control: Track and manage expenses related to property maintenance, ensuring financial discipline while aligning with budgetary constraints.
• Property Acquisitions & Disposals Support: Assist with asset acquisitions, disposals, and portfolio improvements by managing due diligence, documentation, and operational requirements.
• Customer & Tenant Relations: Ensure high levels of tenant satisfaction by addressing queries, resolving maintenance issues promptly, and maintaining strong communication with property occupants.
• Key & Access Control Management: Oversee key distribution and secure access across residential, commercial, and holiday properties to maintain security and operational efficiency.
• Process & Workflow Improvements: Identify opportunities to enhance property management processes, leveraging digital tools and streamlining workflows to improve operational efficiency.

About You: You’ll be experienced working within a property management environment, either working within lettings for property agencies or directly for an estate/housing association or similar. You are a quick learner, dynamic and adaptable, a proactive problem solver, highly organised, an excellent communicator, customer-focused, legal and compliance savvy, and tech-savvy.

This is a varied and hands-on role where no two days are the same. You will be at the heart of property management, dealing with a mix of maintenance tasks, tenant relations, legal aspects, and data management across a wide-ranging property portfolio. If you’re someone who is quick to adapt, thrives in a diverse environment, and enjoys a challenge, they’d love to hear from you.

What’s in it for you? Employees have access to a range of onsite facilities free of charge, including an onsite gym, café serving local and organic food, and various social and charitable events throughout the year. In addition to your salary, you will receive our suite of employee benefits, which includes: Private Medical Insurance for yourself and family, Life Assurance (4 x salary) with the option to increase cover, Dental insurance, Virtual GP service, Eye care vouchers, Enhanced maternity and paternity pay (including shared parental and adoption leave), Annual leave of 25 days, rising by 1 day for each year’s service to a maximum of 30 days plus Christmas Shutdown, Pension scheme, Employee Assistance Programme, Access to a financial coach, Cycle to work scheme, Green Travel Incentive, Electric Vehicle scheme and free charging for EVs, Onsite gym, sports facilities, and exercise classes, Free beverages and vegan meals (breakfast, soup, lunch, and afternoon snack).