Role Status: 35 hours
Closing Date: 1 Sep 2026
Help us support Veterans and make a difference!
About us:
Haig Housing is a long-established charity based in London with a presence across the UK. We are the largest veterans housing charity, providing houses for over 1500 veterans and their families. We put people at the centre of everything we do – our beneficiaries and staff. All our employees can expect to experience a professional and friendly working environment where we deliver for those who need us. We will celebrate our centenary in 2028 and intend to develop our estate for the next 100 years to provide for the veterans of the future.
About the role:
We’re looking for an organised and proactive Estates Administrator to support the delivery of high-quality estates services across Haig Housing’s property portfolio. Reporting to the Estates Contract Manager, you’ll play a key role in coordinating contracted services such as grounds maintenance, cleaning and tree management, ensuring works are completed efficiently and to agreed standards.
This varied role involves managing enquiries, raising and monitoring works orders, maintaining accurate records, coordinating contractors and site visits, monitoring service performance, producing reports and supporting contract administration activities. You’ll work closely with residents, contractors, Housing Managers and Property Services teams to ensure excellent communication and the timely resolution of service issues.
The successful candidate will have strong administrative and organisational skills, excellent attention to detail, and experience working in a customer-focused environment. Knowledge of property, housing, estates, facilities or asset management services would be beneficial.
What we offer: In addition to a competitive salary we provide a generous package that includes an excellent company pension, optional private medical insurance, good holiday allowance, life insurance and ongoing training and professional development.
About the job
• Communicate effectively with colleagues, customers and organisations outside Haig
• Contribute to continuous improvement and innovation
• Work collaboratively as part of a team and across services
• Promote equality, diversity and inclusion in all aspects of work
• Comply with all relevant legislation, regulatory requirements and Haig policies
• Tenant enquiries relating to cleaning, grounds maintenance and arboriculture services are acknowledged, progressed and resolved.
• The grounds maintenance inbox is monitored regularly, works orders raised and urgent or unresolved matters escalated promptly.
• Works orders are raised accurately, contain sufficient information for the contractor and are monitored through to completion.
• Complete and up-to-date records are maintained for scheduled cleaning, grounds maintenance and arboriculture visits.
• Contractor visit schedules are checked against completed service records, incomplete or poor-quality visits identified and reported.
• Missed visits, overdue works, failures and tenant dissatisfaction, are escalated to the Estates Contract Manager.
• Contract databases, spreadsheets and ICT systems are updated promptly and accurately
• Site visits, inspections and works are coordinated effectively with tenants, contractors and internal colleagues.
• Tenant and stakeholder communications are clear, professional, accessible and recorded on the appropriate system.
• Supporting information for complaints, service failures and contractor disputes is gathered and provided within agreed timescales.
• Complaint actions relating to estates contracts are recorded, monitored and followed up until completion.
Person Specification
Qualifications/Education
Essential:
– Minimum 3 years’ experience in an administrative role
Desirable:
– Minimum 3 years’ administrative experience in an Grounds maintenance, arboriculture or compliance role
Knowledge, Skills & Experience
Essential:
– Experience relevant to the role and service area
– Understanding of delivering services in a customer-focused environment
– Experience of working to deadlines and managing competing priorities
– Effective use of ICT systems, for example: Microsoft 365 applications (Outlook, Word, Excel, Teams), digital record-keeping and document management systems
– Effective use of role-specific systems
Desirable:
– Knowledge of relevant legislation, policies, or good practice related to the role
– Experience of working in a regulated or public-facing organisation
– Knowledge of safeguarding, health and safety or compliance frameworks relevant to role
Personal Qualities
Essential:
– Strong communication skills (verbal and written)
– Ability to work effectively both independently and as part of a team
– Organised, methodical, and able to prioritise workload
– Problem-solving skills with attention to detail
– Flexible and adaptable approach to work
How to apply
Applications are by CV and covering letter via this link here, expressing your suitability to carry out the role. The closing date for applications is Midnight on 1st September 2025.
