Estates Support Administrator

Job description

About

JAHAMA Highland Estates activities include estate property and land management, holiday accommodation, sporting, events and filming, and the venison shop.We are recruiting an Estates Support Administrator to provide administrative support to the Estates management team and colleagues across the estate.

About the role

This varied role combines office administration with support for estate holiday accommodation, sporting and wider estate activities. You will maintain records and systems, coordinate arrangements and communicate with colleagues, tenants, contractors and members of the public

Working arrangements

You will work 37 hours per week, Monday to Friday. The role is based at Killiechonate, with flexibility to start between 8am and 9am and the option to work at the smelter on Fridays.

Your responsibilities will include:

Estate administration and team support

• Maintain accurate records, documents and databases across the estate’s filing systems and SharePoint folders, including confidential lease information.
• Organise meetings, diary schedules and travel arrangements for the Estates team.
• Liaise with tenants, contractors, stakeholders and members of the public about properties, land, trees, access and works, keeping records of correspondence.
• Create and improve forms, documents and administrative systems, and provide day-to-day support to the wider estate team.

Purchasing and coordinating works

• Assist with obtaining quotations, raise purchase requisitions and receipt invoices once works are completed.
• Coordinate monthly departmental orders, from collecting requests and placing orders through to ensuring delivery.
• Assist with procuring vehicles and equipment.
• Arrange maintenance, servicing and inspections for properties, vehicles and equipment, record outstanding work and follow up its completion.
• Liaise with the estate’s consultant surveyor and provide updates to the Estate Operations Lead.

Health, safety and compliance administration

• Coordinate health and safety audits and record information on Cority.
• Coordinate annual reviews of risk assessments and work procedures, and maintain contractor information and documentation.
• Manage licence, consent and membership renewals across estate activities, including short-term lets, sporting and venison operations.
• Coordinate the annual pest control contract and submit monthly meter readings.

Marketing and communications

• Support the Commercial Projects Manager with content for social media, adverts, images, posters and videos, particularly for sporting, holiday accommodation and the venison shop.
• Assist with updating the estate website and issuing monthly newsletters.
• Maintain the team’s SharePoint page and share relevant documents, information and bulletins with colleagues.