The posting
Role purpose
The Estates Co-ordinator supports the Quality & Assurance Lead in the delivery of Estate Management compliance, inspections, quality assurance and operational governance activities across the estate.
Acting as a central coordination role, the post holder will support the administration, tracking, reporting and assurance of statutory compliance, inspections and Estate Team processes. The role works closely with operational Estate teams, service partners and internal stakeholders to ensure records are accurate, actions are tracked and compliance evidence is robust and auditable.
This is a hands-on coordination role requiring strong organisational skills, attention to detail and confidence working with FM systems, data and multiple stakeholders. It is well suited to someone looking to develop their career within Estate or FM compliance, assurance and operational coordination.
Key Accountabilities
Key accountabilities
Compliance, Assurance & Inspections Support
- 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.
