Estates & Transport Coordinator

Estates Administrator & Transport Coordinator

Multiple sites Full-time Reporting into Senior Estates Leadership

We are working on behalf of a well-established organisation to recruit an Estates Administrator & Transport Coordinator. This is a pivotal role supporting the smooth operation of estates and transport functions across multiple sites.

If you are highly organised, proactive and enjoy being at the centre of operations, this is an opportunity to step into a varied role where you can make a genuine impact.

The Role

Acting as a central point within the Estates function, you will provide essential administrative and operational support. You'll coordinate transport, oversee compliance processes, manage systems and act as a key liaison between internal teams and external partners.

This is a hands-on role offering significant variety and responsibility.

Key Responsibilities Estates Coordination

• Act as the primary contact for Estates-related queries from staff, contractors and suppliers
• Manage shared inboxes and phone lines, ensuring efficient handling of all enquiries
• Provide day-to-day administrative support across the Estates function

Transport & Fleet

• Manage the minibus booking system and scheduling
• Oversee driver rotas, route planning and training requirements
• Ensure fleet compliance including MOT, insurance, tax and servicing
• Resolve transport-related issues such as delays, incidents and complaints
• Compile and analyse transport data for reporting purposes

Team Support & Line Management

• Line manage drivers and an administrative apprentice
• Support development, training and performance management

Compliance & Systems

• Maintain accurate records including compliance logs, risk assessments and asset registers
• Manage service contracts, ensuring documentation and performance tracking is up to date
• Act as the main user for CAFM/CRM systems, including training and internal audits
• Maintain contractor records and ensure compliance documentation is current

Procurement & Resources

• Order supplies, PPE and uniforms in line with procurement policies
• Track deliveries, manage stock levels and ensure value for money

Operational Responsibilities

• Support emergency procedures and communications when required
• Provide on-call cover where necessary
• Contribute to continuous improvement of systems and processes

Candidate Profile

• Strong organisational skills with the ability to manage multiple priorities
• Confident communicator, able to engage with a range of stakeholders
• Experience within administration, estates, facilities or operational coordination
• Comfortable managing systems, data and compliance processes
• Experience of supervising or managing staff is advantageous

Package

• Competitive salary
• Generous pension scheme
• 26 days annual leave plus bank holidays
• Ongoing training and development opportunities