Estates and Maintenance Buying Support Coordinator

Extraordinary People, Exceptional Care

We are looking for a proactive and detail-oriented Estates & Procurement Coordinator to join our dynamic team. In this role, you will be responsible for managing estates-related buying matters, building strong relationships with Care Home Managers, and supporting a wide range of estates and procurement activities. Your efforts will help ensure that all operational requirements are met on time and within budget, while delivering an exceptional service to our Care Homes.

Key Responsibilities:

• Manage day-to-day estates-related buying activities for consumables and equipment, ensuring purchases are made promptly and within budget.
• Serve as the main point of contact (SPOC) for Care Homes regarding estates-related orders, fostering strong and professional relationships with Care Home Managers, suppliers, and the Senior Estates Management Team.
• Maintain and update the product catalogue, monitor pricing, and ensure that all product and supplier information is current.
• Assist the Corporate Compliance Manager in maintaining the regulatory compliance matrix, handling invoicing, and supporting due diligence processes for Planned Preventative Maintenance (PPM).
• Provide support for internal business improvement initiatives and construction-related projects, working closely with the Planned Works Manager.
• Help with contractor onboarding, service reviews, KPI management, and ensuring that contractor rates and details are up-to-date.
• Approve invoices, manage discrepancies, and handle credits for smaller suppliers through E Maintenance. Administer and process quotes and orders for the Planned Works Manager.
• Monitor internal systems, emails, and calls for estates-related buying requests, ensuring all budgets are adhered to and escalate issues when needed.
• Adhere to and promote the company’s health and safety policies to maintain a safe and secure environment for staff, clients, and visitors.

Job Context & Challenges:

• You will be a vital point of contact for consumables and materials related to Estates, often working independently and making decisions that affect the daily operations of Care Homes.
• Effective communication and relationship-building with Care Home Managers, suppliers, and internal teams are essential to ensuring timely and efficient solutions.
• You will face the challenge of balancing budgets, managing supply chains, and addressing ad-hoc estates-related requests while maintaining high standards of service.

About you:

• Experience: 2-3 years in a Facilities or Estates environment, with experience in procurement or estates management.
• Skills:
  • Strong communicator with the ability to liaise at all levels of the business.
  • Excellent administration, organisational, and planning skills.
  • Proficient in Microsoft Office, particularly MS Excel.
  • Experience with CAFM systems (preferably E-Maintenance) is an advantage.
  • Self-motivated with a positive, proactive attitude and the ability to challenge suppliers on pricing.
  • Knowledge of SLAs, task prioritisation, and relevant task allocation.

Benefits:

• Competitive Salary
• Excellent training and progression opportunities to enable you to grow and develop
• Company provided training kit and training materials
  25 days holiday + bank holidays
• Access to our 24/7 Employee Support Hub offering confidential support for personal and professional areas
• Access to company supported pension scheme
• Access to Blue Light Discount Card

In this position, you'll be required to be present at our Support Centre in Hornbeam Park, 3 to 4 times a week.

If you’re a solution-driven professional with a passion for estates management and procurement, we’d love to hear from you!