Estates Administrator

We are looking to recruit an Estates Administrator to join our Estates Team. This is an exciting opportunity to become part of the business during a period of significant transformation and growth. As Estates Administrator, you will act as a key point of contact for colleagues across the business, supporting the day-to-day activities of the Estates function. You will work closely with colleagues across our Retail, Distribution and Support Centre teams, while also providing administrative support for store development and property projects.

A key part of the role will be maintaining accurate estates records and databases, supporting compliance activities, and helping to develop and improve administrative processes across the department. You will play an important role in ensuring information is managed effectively and that Estates operations run smoothly and efficiently. The role offers a varied workload and broad exposure across all areas of the Estates function. You will liaise with internal stakeholders in both the UK and Italy, as well as external contractors, professional advisers, landlords and managing agents.

What does the role involve?

• Act as initial point of contact for Estates queries and manage the Estates Management mailbox.
• Arrange access for third parties to PES sites and access to third party sites when required by PES colleagues.
• Support with all correspondence and updates to/from consultants in relation to business rates, service charges, insurance payments.
• Support with papers, presentations and MI, collating actions from meetings and following up actions.
• Ensure items requiring escalation for approval/decision are fully reviewed and presented with supporting evidence.
• Support the Estates Management team with all areas of compliance ensuring inspections and certifications are completed as required.
• Escalate as appropriate any items where there is non-compliance or a risk.
• Support with collating risk assessments, method statements and insurance documents, liaising with H&S colleagues as necessary.
• Ensure all records are up to date and information is readily accessible.
• Actively pursue outstanding information to ensure compliance and complete accurate records.
• Provide support to the wider Estates Administration team as required in relation to Finance, Maintenance and project activity.
• Support Reception duties when necessary.
• Consistently look for cost saving and process improvement.

Who are we looking for?

• Strong organisational skills with the ability to manage high volumes of data.
• Good communication skills and ability to liaise with multiple stakeholders.
• Experience of managing suppliers and contractors.
• Ability to problem solve and work well under pressure.
• Working knowledge of Health & Safety.
• Experience in property, estates, or facilities management environments is desirable but not essential.

What’s in it for you?

• 33 days holidays including bank holidays.
• Employee benefits platform – access to 100s of high street discounts and more – holiday discounts, gym discounts, cinema discounts, e-vouchers, cashback and more!
• Colleague Discount.
• Enhanced Maternity, Paternity and Adoption Leave.
• Access to our dedicated Employee Assistance Programme – to give you free access to advice and information on a range of topics.
• Virtual GP – Access to a GP service 24/7.
• Salary finance scheme.
• Pension Scheme.
• Death in Service Life assurance.