Property & Estates Administrator

About the Role

This role provides comprehensive administrative support across the Property & Estates function, covering financial processes, procurement, helpdesk operations, contractor management, compliance documentation, asset management, property records and departmental governance. The post-holder works within the Corporate division and supports internal stakeholders, suppliers, budget holders and contractors. The role involves maintaining accurate records, tracking actions and ensuring processes and service levels are followed.

Key Responsibilities

• Monitor the Property & Estates Helpdesk, shared mailboxes and other service channels; log, assign, update and close tickets in accordance with agreed processes and service levels.
• Track open requests and follow-up actions, elevate overdue or high-priority tickets, communicate progress updates to internal stakeholders, and produce weekly and monthly helpdesk reports covering service levels, trends and recurring issues.
• Support the identification and delivery of service improvement opportunities.
• Raise purchase orders accurately and in a timely manner, maintain trackers and approval records, monitor approval workflows, and follow up outstanding actions with budget holders and approvers.
• Process supplier invoices and match them against approved purchase orders and supporting records; liaise with Finance, suppliers and budget holders to resolve purchase order and invoice discrepancies.
• Maintain complete and accurate financial records and audit trails; assist with monthly accrual reporting, budget reconciliation, expenditure analysis and routine spend reporting; support the end-to-end procure-to-pay process through D365 and associated systems.
• Obtain quotations and support tender or competitive quotation exercises; maintain supplier information, procurement records and approval documentation; support supplier onboarding, contract renewals and associated administration.
• Track procurement activities, actions, contract expiry dates and renewal requirements; ensure procurement documentation is filed and retained in accordance with departmental processes.
• Maintain contractor databases, approved supplier records and management processes
• Coordinate contractor onboarding, mobilisation and demobilisation
• Collect and validate RAMS, insurance certificates, training records, permits and competency documentation
• Monitor document expiry dates and coordinate renewals before documents lapse
• Support Permit to Work administration and confirm required approvals are in place before works commence
• Maintain clear records of contractor activities, approvals and supporting documentation.
• Maintain statutory compliance records, inspection schedules and trackers

Required Experience & Qualifications

• Proactive and self-motivated
• Excellent attention to detail
• Highly organised
• Strong communicator
• Customer service focused
• Adaptable and resilient
• Collaborative team player
• Experience in administration
• Experience in customer service
• Excellent administration skills
• Proficient in MS Office and Excel
• Ability to meet deadlines

Preferred Skills

• Invoice handling
• Ability to read and understand supplier contracts
• PPM scheduling

Benefits & Perks

• Private Healthcare scheme
• Dental Care
• 4 x Grand Prix Paddock passes per season
• Enhanced maternity/paternity leave and other family planning policies
• A free staff shuttle service running to and from surrounding train stations near to Biggin Hill
• Free healthy snacks in our offices
• Subsidised canteen in Biggin Hill, serving breakfast and lunch
• 25 days annual leave and 8 Bank Holiday days, plus a Christmas period closure
• Opportunities to develop and request training for your role via our in-house Learning and Development team
• Discount on F1 merchandise
• Discount at F1’s experiences including F1 Arcade and F1 Drive
• Perkbox benefit portal and more

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