Estates Co-ordinator

Estate Operations Coordinator

Location: City (London EC2) Department: Estate Management Reports to: Estate Manager

About the Role

We are looking for a proactive, organised and customer-focused Estate Operations Coordinator to support the Estate Manager and wider management team in the day-to-day operation of the estate.

This is a varied role, combining estate operations, facilities management, administration, contractor coordination, health & safety, retail engagement and events. You will play an important part in ensuring the estate is safe, well maintained, welcoming and efficiently managed, while helping to protect and enhance the value of the landlord’s asset.

Working closely with the Estate Manager, Technical Services Manager and Retail & Events Manager, you will coordinate a wide range of estate services and build strong relationships with occupiers, retailers, contractors and other stakeholders.

What You'll Do

• Support the Estate Manager, Technical Services Manager and Retail & Events Manager with the effective day-to-day operation of the estate.

• Manage routine correspondence and administrative duties, ensuring the estate operates efficiently and professionally.

• Proactively coordinate estate services including security, cleaning, landscaping, fabric maintenance and mechanical & electrical (M&E) maintenance, ensuring agreed service standards are consistently achieved.

• Regularly monitor estate services and liaise directly with contractors and service providers to resolve issues and maintain high standards.

• Develop and maintain strong working relationships with retailers, occupiers and relevant third parties.

• Coordinate landlord development and improvement works across the estate, ensuring minimal disruption to occupiers.

• Support the Retail & Events Manager with retailer sales and campus footfall reporting.

• Carry out regular inspections and audits of public areas and back-of-house facilities, ensuring high standards of cleanliness, presentation and safety are maintained.

• Maintain accurate records relating to compliance with operational processes and procedures.

• Assist with obtaining quotations and relevant information to support the preparation and management of estate service charge budgets.

• Support the implementation of health & safety, emergency procedures and safe working practices in line with current legislation.

• Work closely with the Retail & Events Manager on commercialisation and event activity, including event planning, logistics, documentation and coordination with brand partners.

• Assist with inspections and reviews of completed works and service contracts.

• Support the preparation and management of service specifications, contracts and associated documentation in accordance with company procedures.

• Assist with the processing and tracking of service invoices and the preparation of management accounts.

• Support the procurement, maintenance and management of estate equipment, including maintaining schedules and contributing to capital replacement programmes and lifecycle costing initiatives.

• Ensure the organisation’s vision and values are reflected across all estate services and activities.

• Act as Deputy Estate Manager when required.

• Undertake other duties and projects as reasonably required by the Estate Manager, Technical Services Manager or Retail & Events Manager.

About You

We’re looking for someone who is organised, proactive and confident, with a strong eye for detail and a practical approach to problem-solving.

You will ideally demonstrate:

• Excellent problem-solving skills and the ability to resolve queries promptly and effectively.

• Strong organisational and time-management skills, with the ability to prioritise competing demands.

• Excellent written and verbal communication skills.

• A professional and confident approach when dealing with occupiers, retailers, contractors and other stakeholders.

• The ability to work effectively both independently and as part of a wider team.

• A self-motivated and proactive approach, with a willingness to take ownership and see tasks through to completion.

• High levels of accuracy and attention to detail.

• The ability to remain calm, organised and solutions-focused in a busy operational environment.

This is an excellent opportunity for someone looking to develop their career within estate management, facilities management and property operations. You will gain broad experience across estate services, contractor management, retail engagement, events, compliance, budgeting and sustainability, while working alongside an experienced estate management team.

If you are a highly organised and proactive individual who enjoys working in a dynamic environment and takes pride in delivering high standards, we would love to hear from you