The Estates & Facilities Administrator will support core administration for compliance, maintenance, contractors, purchasing and records management, ensuring activities are handled efficiently, accurately and in line with organisational procedures.

The role requires strong organisational skills, attention to detail and the ability to work effectively with colleagues, visitors and external suppliers.

Key Responsibilities

Administration and Coordination

• Provide day-to-day administrative support to the Estates & Facilities team, ensuring routine activity is handled accurately and efficiently.

• Manage shared inboxes, helpdesk requests and telephone enquiries, responding where appropriate and escalating when needed.

• Maintain helpdesk and electronic tracking systems, ensuring requests are logged, monitored and updated accurately.

• Raise work orders and coordinate with contractors to ensure works are scheduled, completed and recorded appropriately.

• Maintain accurate records, filing systems and administrative documentation in line with organisational requirements.

• Act as a first point of contact for Estates & Facilities enquiries, providing a professional and responsive service 

Compliance and Health & Safety Administration

• Maintain compliance records and documentation, ensuring required information is complete and up to date.

• Track inspection, servicing and certification schedules, following up actions as required.

• Assist in coordinating planned maintenance activity, inspections and compliance visits.

• Ensure contractor documentation, including risk assessments, method statements and permits, is complete, current and appropriately filed. 

Contractor and Supplier Liaison

• Coordinate contractor visits, site access arrangements and related logistics.

• Prepare contractor and visitor access documentation, including permits and induction information where required.

• Support supplier administration, including set-up, purchase orders and invoice processing, in line with internal procedures.

Operational Support

• Provide practical support for meeting room arrangements and day-to-day office requirements as needed.

• Monitor and coordinate stationery, consumables and facilities stock levels.

• Liaise with reception, security, cleaning and other service providers to support the effective running of the office environment.

• Support incident reporting and facilities-related communications, ensuring information is recorded and shared appropriately.

Financial Administration

• Process purchase orders, invoices and charge codes accurately in accordance with organisational procedures.

• Maintain routine budget trackers and provide administrative support for financial reporting.

• Maintain accurate financial and contract administration records.

Person Specification

Essential

• Proven administrative experience gained in facilities, property, office management or a similarly fast-paced operational environment.

• Excellent organisational skills, with the ability to manage competing priorities and deliver work accurately to deadlines.

• Strong IT skills, including confident use of Microsoft Office applications such as Outlook, Excel and Word.

• Strong attention to detail and a methodical approach to record-keeping and process management.

• Strong interpersonal and communication skills (written and verbal), with the ability to work effectively and collaboratively with colleagues and external stakeholders at all levels.

• A customer-focused and service-oriented approach.

• Good judgement, initiative and problem-solving ability.

Desirable

• Experience using helpdesk, CAFM or other record-management systems.

• Experience of supporting compliance, health and safety or contractor administration.

• Experience of working with contractors, suppliers or service providers in an administrative capacity.

We are an equal opportunity employer, we value diversity and do not discriminate on the basis of protected characteristics. We encourage applications from all backgrounds. If there is anything we can do to improve your experience or support you in applying for this role, please do not hesitate to get in touch at HR@chathamhouse.org.