We are looking for an organised and proactive Facilities & Maintenance Coordinator to join our Property team. This role is key to ensuring our retail estate operates smoothly, remains compliant with legislation, and reflects our brand standards at all times.
You will be responsible for managing repairs, maintenance, and facilities-related activities across our retail estate, ensuring issues are resolved quickly and efficiently while minimising disruption to the business.
Repairs & Maintenance
- Coordinate all repair and maintenance issues across stores, prioritising business-critical and health & safety matters
- Appoint and manage contractors to carry out required works
- Order materials and arrange permits, including reviewing RAMS where necessary
- Schedule works with stores, landlords, and contractors, including arranging security for out-of-hours work
- Monitor progress to ensure work is completed on time and to expected standards
- Keep stakeholders informed with regular updates
- Ensure maintenance aligns with lease obligations in collaboration with the Head of Property
Cost Management
- Obtain and assess quotations, negotiate pricing, and approve works within authority limits
- Raise purchase orders and process invoices using Oracle
- Track maintenance spend and identify cost-saving opportunities
- Benchmark contractor rates to ensure value for money
Contractor Management
- Manage contractor network for both planned and reactive maintenance
- Oversee tender processes and ongoing contractor performance
- Ensure all contractors comply with regulations and provide required documentation (RAMS, insurance, etc.)
- Source new suppliers as needed
Statutory Compliance
- Coordinate statutory testing and planned maintenance programmes
- Maintain accurate records and ensure documentation is available to stores
- Manage waste and recycling contracts, ensuring competitive pricing and compliance
- Maintain asset registers, risk assessments, and accident records
- Support H&S reporting, including quarterly reporting, RIDDOR submissions, and insurer notifications
Additional Responsibilities
- Support the Head of Property with wider property functions (utilities, insurance claims, landlord interactions, etc.)
- Collaborate across departments to ensure alignment and effective communication
- Identify opportunities for continuous improvement
- Take ownership of personal development and contribute to a feedback-driven culture
- Support business objectives through training and team participation
- Minimum of 2 years’ experience in Facilities or Administrative role
- Strong Excel skills and systems proficiency
- Excellent written and verbal communication skills
- Highly organised with strong attention to detail
- Ability to prioritise workload and meet deadlines
- Customer-focused mindset, with a service-oriented approach to supporting store teams
- Strong written and verbal communication skills
- Strong organizational ability
- Ability to prioritise and work to deadlines
- Customer-focused (customer being the store management teams)
