Estates Facilities Coordinator

Reports to: Estates and Facilities Manager Location: Birmingham Headquarters (office-based, with travel as required) Department: Estates & Facilities Salary: Competitive, with performance-based incentives About SLP Property Group & Midshire Estates: SLP Property Group and Midshire Estates collaborate to deliver high-quality property and maintenance solutions supporting Muve Healthcares supported living operations across the UK. We ensure every property is safe, compliant, and operationally ready to house individuals receiving care. Our focus is on efficient project delivery, strong facilities coordination, and consistent quality across all estates activity. Role Purpose The Estates and Facilities Coordinator is responsible for coordinating all operational aspects of property mobilisation, demobilisation, and maintenance within the SLP and Midshire Estates portfolio. This role ensures smooth day-to-day operations, leads team coordination, manages contractors, oversees asset tracking, and ensures compliance with health, safety, and property standards. Its a hands-on role for someone who combines organisational precision with strong leadership, communication, and problem-solving skills. Key Responsibilities 1. Project & Operational Coordination - Own the day-to-day project plans, timelines, and milestones for property mobilisation and demobilisation. - Oversee the end-to-end mobilisation process for new supported living properties, ensuring readiness for occupancy. - Manage the demobilisation process for outgoing properties, including asset recovery and cost management. - Ensure all policies, procedures, and quality audits are completed before go-live. 2. Team Leadership & Coordination - Coordinate and support maintenance, estates, and facilities team members. - Delegate daily tasks, track progress, and ensure timely completion of maintenance and property readiness jobs. - Build and maintain a regional contractor list to cover locations beyond the maintenance teams reach. - Act as the main liaison for internal teams, external contractors, and property partners. 3. Property & Maintenance Management - Schedule, track, and oversee property maintenance works, ensuring timely completion and compliance. - Manage asset records across properties, including furniture, fittings, and maintenance equipment. - Oversee stock control and inventory management, including consumables and equipment for maintenance teams. - Monitor and record utility bills across the property portfolio, escalating abnormalities. - Track mileage and vehicle usage for maintenance and estates staff. 4. Finance & Administration - Liaise with finance and payroll to confirm accurate job costings and staff payments. - Monitor budgets to ensure all projects and maintenance activities remain within cost parameters. - Ensure supplier and contractor invoices are verified and paid on time, confirming approval with the Director. - Calculate and create invoices for charge-back works to clients, ensuring all supporting documentation is complete. - Assist in producing cost reports and financial summaries for management review. 5. Process Management & Compliance - Ensure risk assessments, certificates, and compliance documents are filed in the correct property folders. - Conduct regular compliance reviews to ensure all documents (EICR, Gas Safety, Fire Risk, etc.) are up to date. - Maintain Arthur Online, the company CRM platform. - Handle and resolve property-related issues raised by landlords or external stakeholders, escalating where required. - Maintain structured systems and digital filing to support audits and inspections. 6. Reporting & Continuous Improvement - Produce weekly reports on project progress, property readiness, and maintenance activity. - Identify process improvements and efficiencies in property mobilisation and maintenance operations. - Work collaboratively with the Estates Partnership Coordinator to align sourcing and operational delivery. Key Skills & Experience - Experience in property management, facilities coordination, or maintenance operations. - Proven ability to manage multiple projects and competing priorities. - Strong leadership and communication skills, with team coordination experience. - Financial awareness — able to track budgets, costs, and invoices accurately. - Good understanding of health & safety, property compliance, and asset management. - Proficient in Microsoft Office, SharePoint, or other property management systems. Personal Attributes - Organised, proactive, and detail-oriented. - Calm under pressure with excellent problem-solving ability. - Confident communicator across all levels — from maintenance staff to external stakeholders. - Strong sense of accountability and ownership. - Passionate about supporting high-quality housing environments for supported living. What We Offer - Competitive salary with growth and performance incentives. - Opportunity to lead key operational functions across multiple regions. - Supportive and collaborative working environment. - The chance to make a tangible difference in developing and maintaining homes for supported living services.