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About the Role
The Estates Co-ordinator supports the Quality & Assurance Lead in delivering Estate Management compliance, inspections, quality assurance, and operational governance. This central coordination role involves administration, tracking, reporting, and assurance of statutory compliance, inspections, and Estate Team processes, working closely with operational teams, service partners, and internal stakeholders to ensure accurate records, tracked actions, and robust, auditable compliance evidence. It requires strong organizational skills, attention to detail, and confidence with FM systems, data, and multiple stakeholders, making it ideal for career development in Estate or FM compliance, assurance, and operational coordination.
Responsibilities
- Support the delivery of Estate compliance activities, acting as a central coordination point for records, evidence, and assurance processes.
- Maintain and update compliance certification, inspection records, and supporting documentation within CAFM and associated systems.
- Assist in coordinating the Estate inspections programme, tracking progress and outputs with internal teams and service providers.
- Support the tracking, escalation, and closure of inspection actions, ensuring follow-up actions are logged, monitored, and evidenced.
- Support the monthly delivery of the Vacant Available inspections programme, ensuring records are complete and properties are safe, compliant, and ready for letting.
- Manage Keystone uploads and rental space reassignments, ensuring accurate records aligned with operational requirements.
- Support data quality across Estate systems by identifying gaps, inconsistencies, or errors and working with stakeholders to resolve them.
- Assist with system testing, data validation, and operational readiness for Estate system improvements or change initiatives.
- Produce regular compliance, inspection, and performance reports for the Quality & Assurance Lead.
- Maintain clear audit trails for internal assurance, audits, and external scrutiny.
- Support the maintenance of the Quality Management System (QMS), including document control, version management, and review cycles.
- Audit outsourced head lease inspections to ensure accurate records and minimize risk.
- Manage Estates Team inboxes, responding to queries, triaging requests, and escalating appropriately.
- Act as a central coordination point between operational Estates teams, suppliers, and central functions on compliance and assurance matters.
- Manage company fleet records.
- Manage key access for all vacant properties.
- Participate in internal team and contractor meetings, taking minutes, tracking actions, and distributing meeting packs.
- Arrange meeting logistics, including room bookings, refreshments, agendas, and supporting documentation.
- Provide project support to the Compliance Coordinator and Audit & Assurance Controller, assisting with data collation, action tracking, and assurance projects.
- Raise purchase orders (POs) and chase work orders, supporting financial administration.
- Support staff inductions and training activities, including coordinating onboarding materials, system access, and introductory sessions.
- Actively participate in the People Plan working group, helping organize events.
- Manage the team suggestions inbox and tracker.
- Contribute to the preparation and publication of monthly Estate or Operations newsletters.
- Event management.
Requirements
- Experience in an Estate, Facilities Management, property, compliance, or operational coordination role.
- Working knowledge of statutory compliance and inspections within an FM or property environment.
- Experience using CAFM or FM systems, with strong attention to data quality and reporting.
- Strong organizational and administrative skills, with the ability to manage multiple priorities.
- Confident communicator, comfortable dealing with internal stakeholders, contractors, and customers.
- High level of attention to detail and a structured, methodical approach to work.
- Experience supporting inspections programmes or compliance assurance activity (Desirable).
- Exposure to Quality Management Systems, audit processes, or document control (Desirable).
- Experience supporting system implementations or operational change programmes (Desirable).
- Experience in financial administration, raising POs, or managing work orders (Desirable).
Skills
- CAFM systems
- FM systems
- Data quality
- Reporting
- Organizational skills
- Administrative skills
- Communication
- Attention to detail
- Methodical approach
- Statutory compliance
- Inspections
- Quality Management Systems (QMS)
- Audit processes
- Document control
- System implementations
- Operational change programmes
- Financial administration
- Purchase orders (POs)
- Work orders
Location
- London
Work Type
- Fixed Term Contract
Experience Level
- Experience in a relevant role