Estate Coordinator

£18.5k per year + Benefits
08 Feb 2018
10 Mar 2018
Leah Dennis
Job Function
Job position
Contract Type
Full Time

Job Title:  Estates Coordinator

Location:  Glasgow, Scotland

Reference: 1070

Salary: £17,000-£18,500 Benefits

Working hours: Monday-Friday; 9.00am-5.00pm (35 hours per week)

Closing date: 22nd February 2018

Are you a people person? Well so are we!

If you have people's best interest at heart, and show them you care by working with them in a warm and friendly manner.  If you are creative, resourceful and can listen taking on-board people's opinions and needs then keep reading!

Role overview:

To provide an efficient administrative and clerical support in order to ensure the efficient running of the Estates Department assisting our Area Managers with administration and working daily with our customers. To achieve high standards of performance within a team of individuals to create a welcoming, friendly and courteous environment for our residents. Be passionate about delivering consistently high standards of customer service.

What you'll be doing.

  • Answer resident queries received by telephone, log calls on ECS system.
  • Raise works orders, on a daily basis to contractors for general works on developments ensuring each order is raised against the correct category, fund and schedule/sector.
  • Co-ordinating annual contracts for maintenance, cleaning and landscaping contracts (Development specific).
  • Liaising with Area Manager to ensure that all correspondence is scanned on to the system on a daily basis and responded to within a suitable timescale.
  • Prepare budget and account sheets from information as supplied by the Area Managers and copy relevant paperwork and distribute to each resident from all retirement developments.
  • Co-ordinating the issuing of keys and fobs and keeping an up to date record of payments received and items issued.
  • Raise annual orders for cleaning, garden maintenance and window cleaning along with any other equipment that may require an annual/planned order.
  • Check, code and electronically sign off invoices for payment.  If  invoice subject of an insurance claim - then stamp invoice with 'INSURANCE CLAIM' stamp and pass two copies of order and invoice to FirstPort Insurance to enable them to make the claim.
  • Notify Insurance Brokers by fax and / or letter of any proposed claim ensuring claim is processed and money credited to the scheme.
  • Prepare tenders/specifications for quotations relating to building works,   redecoration works, carpet replacement etc (ensure quotes are back within deadline) and placing orders for works.
  • Order and despatch as required by residents (so long as you have received their payment for same in advance) remote controls, access swipe cards, parking permits and log appropriate note on ECS.
  • Co-ordinate and ensure preparation and delivery of budgets and annual accounts to all sites as applicable.
  • What's in it for you:
    In return, you can expect excellent staff training, encouragement, and a job which is always varied and rewarding. We offer a great package of benefits - here are some highlights: 23 days of holiday, 4% contributory pension scheme, life assurance, discounted benefits on hundreds of brands and many others.

    What skills you'll need.


    Essential: Educated to GCSE (or equivalent) level with passes in English language and a relevant mathematical / accounting subject. 


    Essential: Worked in a customer service or office environment

    Desirable: Experience ideally gained in a housing/property related business including handling complaints and able to work with limited supervision

    Essential: Efficient in maintaining administration and finance records electronically,

    preparing Budget/accounts.

    Desirable: Has knowledge of Health and Safety regulations and l

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