Property & Estates Administrator

At Formula 1, we are passionate about delivering the world’s greatest sports and entertainment spectacle leaving a positive legacy wherever we race. Innovation has always been at the heart of what we do ever since our first Grand Prix in 1950. Now, more than 75 years on, the sport remains a pioneer, developing technologies that have made a significant impact on society beyond the track.

Everything you see on screen or at an event comes via our passionate and dedicated people. Whether its engineering, broadcast, legal, logistics, security, event management, commercial, media rights, marketing, or communications there is always a talented team working to maximise the potential of the sport.

We are looking for a Property and Estates Administrator to provide comprehensive administrative support across the Property & Estates function, including financial processes, procurement, helpdesk operations, contractor management, compliance documentation, asset management, property records and departmental governance.

• Monitor the Property & Estates Helpdesk, shared mailboxes and other service channels. ​

• Log, assign, update and close tickets in accordance with agreed processes and service levels. ​

• Track open requests and follow-up actions, escalating overdue or high-priority tickets. ​

• Communicate progress updates clearly to internal stakeholders. ​

• Produce weekly and monthly helpdesk reports, including service levels, trends and recurring issues. ​

• Support the identification and delivery of service improvement opportunities. ​

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• Raise purchase orders accurately and in a timely manner, maintaining trackers and supporting approval records. ​

• Monitor approval workflows and follow up outstanding actions with budget holders and approvers. ​

• Process supplier invoices and match them against approved purchase orders and supporting records. ​

• Liaise with Finance, suppliers and budget holders to resolve purchase order and invoice discrepancies. ​

• Maintain complete and accurate financial records and audit trails. ​

• Assist with monthly accrual reporting, budget reconciliation, expenditure analysis and routine spend reporting. ​

• Support the end-to-end procure-to-pay process through D365 and associated systems. ​

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• Obtain quotations and support tender or competitive quotation exercises. ​

• Maintain accurate supplier information, procurement records and approval documentation. ​

• Support supplier onboarding, contract renewals and associated administration. ​

• Track procurement activities, actions, contract expiry dates and renewal requirements. ​

• Ensure procurement documentation is filed and retained in accordance with departmental processes.

• Maintain contractor databases, approved supplier records and associated management processes. ​

• Coordinate contractor onboarding, mobilisation and demobilisation activities. ​

• Collect and validate RAMS, insurance certificates, training records, permits and competency documentation. ​

• Monitor document expiry dates and coordinate renewals before documents lapse. ​

• Support Permit to Work administration and confirm required approvals are in place before works commence. ​

• Maintain clear records of contractor activities, approvals and supporting documentation.

• Maintain statutory compliance records, inspection schedules and associated trackers. ​

• File service reports, certificates and technical compliance documentation. ​

• Track actions arising from audits, inspections and compliance reviews through to closure. ​

• Support internal and external audit preparation and evidence collation. ​

• Coordinate certification and document renewal activities. ​

• Support the maintenance of business continuity, emergency planning and insurance inspection records​

In this role it is essential that you are:

• Proactive and self-motivated​​
• Excellent attention to detail​​
• Highly organised ​​
• Strong communicator ​​
• Customer service focused ​​
• Adaptable and resilient ​​
• Collaborative Team Player​

Prior to the role it would be essential that you:

• Administration ​​
• Customer Service ​​

Some desirable experience that you may bring to the role:​​

• Invoice handling ​​
• Ability to read and understand supplier contracts ​​
• PPM scheduling ​

Prior to the role it is essential that you demonstrate:

• Excellent administration skills ​​
• Proficient in MS Office and Excel  ​​
• Ability to meet deadlines​​