Estate Administrator | Scotland

£38,000 to £45,000 DOE


The Estate Administrator


The Estate Administrator (EA) is employed to support The Factor in ensuring the effective and efficient operation of The Castle and the wider estate, which includes: multi-purpose land, made over to: formal gardens, temporary and permanent pasture, woodland (including areas undergoing reforestation), animal and arable farming, land made available for wild game, and rivers and ponds for game fishing.

The Factor in tandem with The Principals, designs and sets out the organic / biodynamic/ all-natural management strategy for the property, while the Estate’s Administrator will support The Factor, The Estate Staff and service providers who are required to implement that strategy.

The EA will ensure the proper care and governance of the estate and its assets, working closely with The Factor and the estate’s team to ensure the estate, properties and land are maintained to the appropriate level, so The Family and visitors can be received at short notice.

The EA will stridently support the proper operation of the estate in order to ensure the defined levels of service are maintained. Visible, supportive, and able to find solutions to sometimes complex problems, he/she will lead by example and will continuously strive to promote a culture of quality and continuous improvement, across the whole estate.

The position requires excellent administrative and communication skills, a keen eye for detail, and excellent logistic and organizational skills. The EA must exhibit a proven understanding of the importance of maintaining confidentiality, discretion, and the decorum necessary to maintain the reputation and professionalism of the estate and the privacy of The Principals, Their Family and Their Guests. 

In all estate matters, the EA will be expected to represent the owner’s image in a faultless light, while working to maintain and promote their priorities within agreed budgets and timelines.




£38,000 to £45,000 DOE






The Estate Administrator






Professional / Philanthropist, Formal Household, Rural Location


10 - 15 years









Roles and Responsibilities

Responsibilities and Activities

Specific Core Responsibilities and Duties for this job

General Responsibilities

  • Develop and implement strategic goals and objectives that deliver continuous & sustainable service levels
  • Work collaboratively with all departments, including: Farming and Land management, Maintenance, Housekeeping, Laundry, Food and Beverage Services and Kitchen operation, to ensure they have the necessary tools and resources needed to safeguard the proper maintenance and presentation of the property
  • Oversee and promote a pro-active people management approach to ensure a productive, participative workforce, by creating a comfortable work environment in which employees are valued and recognised for their performance.
  • Seek out and explore new trends, products and/or services to further improve service delivery
  • Assist the organisation in any additional responsibilities and duties inside or outside The Estate


Customer Specific Responsibilities

  • Understands and provides personalised and timely service to members of The Family and their guests
  • Ability to acknowledge, welcome and greet The Family using the appropriate levels of discretion, and the correct forms of address
  • Display a polite and correct manner
  • Ability to spontaneously engage in formal and natural conversation with The Family and guests while never being over familiar


People Specific Responsibilities

  • Support the development of a culture which attracts and maintains a competent, engaged and committed workforce
  • Establish and maintain clear communication lines across the entire workforce to ensure a collaborative and efficient operation
  • Together with the Estate Manager, support the development of the goals and requirements of The Family
  • Actively develop and monitor the performance of estate staff
  • Work effectively and efficiently with others, including external employees and service providers


Quality Specific Responsibilities

  • Co-develop standards to drive uniform and consistent service delivery and continuous improvement
  • Recommend and propose innovative solutions to improve existing quality processes and standards
  • Implement all quality related policies, processes and standards
  • Take where necessary corrective actions to ensure compliance with all quality standards
  • Identify quality failures and improvements needed in the future
  • Notice and communicate opportunities to further improve quality standards
  • Verify the maintenance and updating of records of residents’ and guests’ preferences, likes and dislikes as appropriate without compromising privacy
  • Contribute to the implementation of on-going and continuous improvements


Finance Specific Responsibilities

  • Ensure all Estate assets are well-maintained and inventoried.
  • Ensure the safekeeping of all the assets of the estate
  • Monitor inventory and stock levels to ensure consistent levels of quality service
  • Support the Estate Manager in preparing and recommending budgets that are financially sound and able to promote an efficient operation


Facilities & Maintenance

  • Ensure that Family and guest spaces and facilities are provided with the necessary tools and resources that allow them to be maintained in impeccable and fully functional conditions
  • Ensure that employee accommodation meet the prescribed standards
  • Work with the estate manager to ensure all repairs and preventive maintenance for all buildings (interior and exterior) and other structures (gates, fences, etc) are carried out in an efficient and timely manner


Legal and Compliance Specific Responsibilities

  • Ensure that all systems, processes and activities comply with relevant legislation
  • Ensure that estate practices represent The Estate and The Family in a positive light and takes measures to avoid any actions that might bring The Estate into disrepute
  • Take active steps to ensure private, sensitive and confidential information is not accessible to unauthorized persons
  • Ensure a dogmatic application of all safety, security and health measures for the protection of The Family, guests, estate staff and external service providers


Additional Duties

  • This Job Description outlines the duties that are typically performed by the jobholder. These duties are not the only duties required for the job and management might assign additional duties from time to time


3 bedroom Cottage, recently renovated to a very high standard

Entry Requirements

Key Performance Indicators (KPIs)


Customer related KPIs

  • Quality of care and maintenance of The Estate
  • Degree of preparedness to receive The Family and guests (sometimes at short notice)
  • Ability to support the estate team in the delivery of core services to family and guests
  • Degree of proactivity to prepare for the delivery of services and products
  • Proven ability to respond to the unexpected
  • Ability to demonstrate sensitivity to new ideas
  • Degree of demonstrated maintenance of privacy


People related KPIs

  • Quality of relationship with The Family, estate team, contractors and service providers
  • Effectiveness of communication with The Family, estate team, contractors and service providers
  • Quality of relationships with the local community


Process related KPIs

  • Level of adherence to established policies and processes
  • Degree of support to the Estate Manager to improve processes and ways of working


Finance related KPIs

  • Ability to develop accurate annual budgets
  • Ability to achieve results within agreed budgets
  • Level of following the established financial processes and policies
  • Able to find steps that minimise waste, while never diminishing quality

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