Estates Co-ordinator

Key Accountabilities

• Support the delivery of Estate compliance activities across the estate, 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 the coordination of the Estate inspections programme, working with internal teams and inspection service providers to track progress and outputs.
• 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, providing assurance that records are complete and properties remain safe, compliant and ready for letting.

Systems, Data & Keystone Administration

• Manage Keystone uploads and rental space reassignments, ensuring records are accurately maintained and aligned with operational requirements.
• Support data quality across Estate systems, identifying gaps, inconsistencies or errors and working with stakeholders to resolve them.
• Assist with system testing, data validation and operational readiness activity as part of Estate system improvements or change initiatives.

Reporting & Governance

• Produce regular compliance, inspection and performance reports for review by the Quality & Assurance Lead.
• Maintain clear audit trails to support 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 are captured and risk to the operational railway minimised.

Operational Coordination & Inboxes

• Own and manage the various Estates Team inboxes, responding to customer, contractor and internal queries, triaging requests and escalating where appropriate.
• Act as a central coordination point between operational Estates teams, suppliers and central functions on compliance and assurance matters.
• Responsible for company fleet management, ensuring accurate records are maintained
• Responsible for Key Management, ensuring accurate management of all vacant property keys, and properties can be accessed.

Meetings, Projects & Financial Administration

• Participate in internal team and contractor meetings, taking accurate 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 delivery of assurance projects.
• Raise purchase orders (POs), chase work orders and support financial administration in line with FM processes.

People, Engagement & Communications

• Support staff inductions and training activities, including coordinating onboarding materials, system access and introductory sessions.
• Actively participate in the People Plan working group, helping organise social and work-related events.
• Manage the team suggestions inbox and tracker, supporting engagement and continuous improvement.
• Contribute to the preparation and publication of monthly Estate or Operations newsletters.
• Event management 

Skills, Knowledge and Experience

SKILLS, KNOWLEDGE AND EXPERIENCE

Essential

• Experience in a 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 organisational 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.

Desirable

• Experience supporting inspections programmes or compliance assurance activity.
• Exposure to Quality Management Systems, audit processes or document control.
• Experience supporting system implementations or operational change programmes.
• Experience in financial administration, raising POs or managing work orders.

Reports To