Estates Business Administrator

About the role
We’re looking for a highly organised, proactive, and detail-oriented Estates Business Administrator to join our busy Estates team.

This is a key role in ensuring the smooth, day-to-day running of the department. You must have strong administrative experience, excellent communication and organisational skills, and the confidence to take initiative. Ideally, you’ll already have experience working in an Estates or Facilities Management team.

You’ll bring advanced IT proficiency (including Office 365 and SharePoint), along with a problem-solving mindset, a proactive approach to understanding and improving systems and processes. A background in facilities management or working with CAFM systems would be an advantage, but training can be provided.

You’ll deliver effective business and admin support to enable the team to manage all estates activities. This includes data management, filing systems (Office 365), coordinating communication with stakeholders, planning and progressing reports, supporting meetings and maintaining accurate records.

Our estate includes five Grade A listed buildings of national historic importance as well as several storage facilities that help us care for the nation’s collection of art, sharing it with visitors in our galleries. The Estates team manage all aspects of planned and reactive maintenance, capital project delivery, and property investment planning along with projects and asset information management. We arrange, manage and track around 10,000 maintenance tasks annually through our helpdesk system. We rely on our CAFM software (Concerto) to manage this workload efficiently, for which full training can be provided.

The difference you’ll make:
Reporting to the Head of Estates and Facilities Management, you'll play a vital role in supporting the delivery and continuous improvement of our Estates operations. Your responsibilities will include:
- Information management
- Developing our new Office 365 SharePoint filing structure and document naming conventions for estates operations, projects and asset/building information. Creating a streamlined, consistent and clear filing system that allows easy storage, retrieval, and archiving of estates and building information.
- Archiving existing server folders and documents, making certain that key asset and building information is logically named, organised and easily accessible.
- Digitalisation of records and hard copy information to ensure all estate archive records are electronically stored and maintained for long-term access and ease of retrieval.
- Communications and Administrative processes
- Organise and maintain effective communication and admin processes to enable the Estates team to work efficiently.
- Keeping internal platforms up to date (such as the intranet, helpdesk information, contractors’ guidance, work notification diaries, progress reporting, etc). Making sure process guidance and communication with colleagues and contractors/service partners is maintained and current.
- Assisting with the preparation of internal updates on work in progress, attending meetings with key internal stakeholders, and checking incoming queries and emails are responded to promptly by the team.
- Providing admin support for meetings, including project admin and support activities (e.g. minute/note taking, scheduling meetings and activities along with work planning assistance).
- CAFM System Management and Reports
- Running regular performance and management reports using our Integrated Workplace and Facilities Management System (IWFM/CAFM – Concerto software). This will include preparing relevant reports on compliance and contractors’ performance, ensuring all necessary statutory records are retained.
- Liaising with contractors/suppliers to ensure information is kept current and onboarding new suppliers into the CAFM system. Monitoring compliance with our Contractor Management Policy, and that contractor information is recorded, reviewed, maintained and audited.
- Acting as the key point of contact with our software supplier for any process or system issues. You’ll also amend, develop and import data, as well as test any fixes and check developed work.

Who we are looking for 
To succeed in this role, you'll bring a strong mix of administrative expertise, technical confidence, and a proactive mindset. Specifically, we’re looking for someone with the following skills, knowledge, and experience:
- Proven experience in a demanding admin or co-ordinator role is essential, with the ability to take initiative and provide reliable support to a busy team.
- Strong working knowledge of Office 365, particularly SharePoint. Experience in developing appropriate filing structures to manage, retain, retrieve and archive all departmental information.
- Advanced IT skills, including proficiency in Microsoft Word, Excel, PowerPoint, and broader Office 365 tools.
- Excellent written and verbal communication skills with experience supporting or implementing change.
- Strong organisational and planning abilities, able to manage multiple tasks and deadlines effectively.
- Active approach to problem solving, curious to learn and understand the departments functions, activities. Help streamline our working practices and ability to retrieve key asset and contract information quickly.

It would also be great if you have:
- Experience of working in an Estates or Facilities Management team
- Competency and experience in CAFM/IWFM software systems or similar platforms.
- Experience in developing and implementing new business processes in an FM environment.
- Awareness of Building Information Management (BIM) and Asset Information Management, with an understanding of asset information and data requirements within the construction and property sector.

The closing date is 12 noon on Tuesday, 27 May 2025.  Apply via portal.

Museum Website: https://www.nationalgalleries.org/careers