Estate Administrator - Sugar House Island, Stratford

 Purpose of the Role

Reporting to the Estate Manager, the purpose of this role is to provide high-level administrative, compliance and operational support to the Estate Management Team, ensuring seamless execution of operations, service delivery and stakeholder engagement.

This is a fantastic role to help build and grow into an up and coming Estate, perfect for someone who wants to progress within the property management industry, working directly with a senior Estate Manager and being exposed to conversations directly with the Landlord at Sugar House Island.

Key Responsibilities

• Maintain and continually improve document control and compliance systems, including SharePoint, DataStation, and Vantify (eLogs), ensuring up-to-date versioning, accessibility, and audit readiness.
• Monitor and manage statutory compliance registers, covering health and safety, insurance, COSHH, fire risk, and water hygiene, via DataStation and action trackers, escalating expiring tasks to the Estate Management and Engineering teams.
• Lead the administration of the Cureoscity permit to work system: onboarding contractors, uploading RAMS, issuing and closing permits, and archiving documentation in line with policy.
• Act as first point of contact for all tenant and contractor enquiries, responding professionally and escalating issues appropriately.
• Support building compliance, ESG targets, and certifications (e.g. BREEAM, Green Apple Awards) by coordinating audits, chasing evidence, and maintaining relevant logs.
• Schedule and minute internal and external meetings (e.g. service partner reviews, occupier engagement), ensuring clear action tracking using the team’s central task management system.
• Manage the Proactis purchasing workflow, raising POs, processing invoices, updating budget trackers, and maintaining robust financial records for audit.
• Oversee the estate’s Equiem occupier app presence, ensuring content is accurate, timely, and operationally relevant, and act as a liaison for occupier service requests made through the platform.
• Support the delivery of service charge budgets and quarterly reporting packs through data collation, formatting, and coordination with the Estate Manager.
• Co-ordinate occupier access, deliveries, and parking requests, working with contractors, front of house, and security to ensure seamless operations.
• Track KPIs and SLAs across all service contracts, escalating underperformance and contributing data for monthly or quarterly reporting cycles.
• Maintain and administer IT logs, ensuring any faults affecting the estate management team are promptly reported, followed up, and resolved.
• Manage the upkeep of communal office and reception environments including internal planting displays, minor repairs, and cleaning consumables, in collaboration with the Assistant Estate Manage and Service Partners.
• Own and maintain templates for occupier communications, building reports, and brand-compliant documentation, issuing these as required for operational or client-facing use.
• Monitor team absence, training, and induction records, scheduling onboarding activities for new starters and supporting staff access requests.
• Assist with the coordination and follow-up of planned and reactive service partner works, tracking completions and closing out actions with the Estate Manager.
• Support the team with community initiatives, internal events, and occupier engagement programmes alongside the Client’s Marketing and Placemaking teams.
• Maintain up-to-date records of consumables and inventory with cleaning providers, and assist with locker, shower, and bike storage allocations for occupiers.
• Manage administrative tasks associated with parking allocations, directory board updates, and facility access issues.
• Perform regular audits of shared filing structures, both digital and physical, ensuring alignment with internal controls and Savills procedures.
• Coordinate with statutory authorities, client advisors, and stakeholders on operational matters, representing the estate team professionally at all times.
• Proactively attend and implement learnings from all required Savills training courses, and champion internal systems and procedures across the estate.

Skills, Knowledge and Experience

• Minimum of 2 years’ experience in a property, estate, or facilities administrative support role, ideally within a multi-stakeholder environment.
• Strong understanding of property management processes and compliance frameworks.
• Proficient in Microsoft Office applications including Outlook, Excel, Word, Teams, and SharePoint, with strong document formatting and presentation skills.
• Confident user of industry systems including Vantify (eLogs) and ProActis.
• Proven ability to manage, organise and archive complex digital document sets, including version control, file structuring, and record compliance.
• Excellent verbal and written communication skills with strong interpersonal presence, capable of liaising professionally with occupiers, contractors, clients, and internal stakeholders at all levels.
• Experienced in minute-taking, meeting coordination, and action tracking across multiple business areas.
• Demonstrates an elevated level of diligence, particularly when handling compliance data, service charge documentation, or audit material.
• Skilled in multi-tasking and prioritising, with the ability to manage time effectively.
• Initiative-taker with a proactive, “can-doâ€� approach to problem-solving and issue resolution, capable of working independently and under pressure.
• Strong experience in handling front-line queries or complaints with diplomacy and professionalism.
• Demonstrates discretion, reliability, and a methodical approach to tasks, particularly in relation to procurement, financial records, and stakeholder reporting.
• Comfortable working collaboratively with operational teams and supporting wider projects beyond core responsibilities.
• IOSH qualification desirable; willingness to undertake compliance-related training is expected.
• Experience working on a mixed-use estate or similar built environment setting is advantageous.

 #LI-DNI

Please see our Benefits Booklet for more information.