Purpose of the role
We are looking for an organised, proactive, and solution-oriented Senior Operations & Maintenance Coordinator. In this role, you will ensure the efficient day-to-day running of our England portfolio by acting as the central point of coordination across operations, housekeeping, and maintenance. You are the ultimate "fixer"—the first person to organise and deploy resources, using your initiative to resolve issues quickly through handymen or external contractors.
Key Responsibilities
Central Dispatch & Task Management
- Task Delegation: Act as the primary dispatcher for the London team, delegating, confirming, and tracking tasks related to guest relations, maintenance, operations, and greeters.
- Dashboard Management: Proactively manage the Breezeway tasks dashboard with an accountable, solution-oriented attitude, ensuring efficient execution and clear communication between the London and Global Office teams.
- Financial Tracking: Log and monitor all client-chargeable tasks and operational expenses accurately on the company’s expense reports.
- Weekly reporting to General Manager.
Front of House & Westminster Fire Station Coverage
- Reception & Guest Service: Provide an excellent level of customer service at the Westminster Fire Station reception desk.
- Presentation Standards: Sort and manage incoming deliveries immediately upon arrival to ensure the reception area remains clutter-free and presentation-ready.
- Key Security: Manage property keys using our state-of-the-art key safekeeping system; accurately register new keys, assign them to correct personnel, and conduct mandatory quarterly key log audits.
Property Care, Asset Proximity & Inspections
- Client and New Business Meetings: meet and look after local retail landlords and support the Head of Commercial, UK, with client management for larger owners.
- Onboarding: proactively coordinate onboarding of new properties, liaising with owners and third parties as needed.
- Rotating Property Inspections ("Eyes Everywhere"): Participate in a team rotation to conduct physical, on-the-ground property inspections. You will be responsible for checking overall property conditions, verifying that housekeeping and presentation standards are met, ensuring all inventory is in place, and proactively flagging maintenance issues.
- In-Person Guest Check-ins: Conduct in-person guest check-ins across all portfolio during operational hours when WFS desk coverage is secure, providing a warm and professional welcome.
- Issue Resolution: Respond to calls and written inquiries regarding maintenance, repairs, and renovations across managed properties.
- Stakeholder Liaison: Liaise directly with guests and owners to identify the origin of property damage, keeping all relevant parties updated on resolutions.
- Contractor Coordination: Coordinate third-party subcontractors and service providers during repair works; provide virtual assistance to external cleaning providers on urgent maintenance issues.
- Procurement: Handle online procurement of items for property owners or the rent-to-rent (R2R) portfolio, ensuring cost-effective dispatch and delivery tracking.
Health, Safety, & Compliance
- Compliance: keep abreast of local compliance developments and acting as go to person for local compliance matters, resorting to internal and external counsel when required.
- Legislative Support: Assist the leadership team in ensuring full compliance with the latest UK Health and Safety legislation.
- Visitor Management: Maintain the compliance logbook, accurately recording every visitor (including staff and contractors) entering and leaving the premises.
- First Aid: Act as a trained first aider, ensuring the Westminster Fire Station first aid kit is consistently audited and well-stocked.
- Fire Marshall Duties: Execute emergency protocols as a trained fire marshal (evacuating the building, raising the alarm, and contacting the fire brigade).
Strategy, planning & team coordination
- Team Training: Assist in training new joiners, interns, greeters, and temporary staff.
- Low-Season Strategy: During lower-occupancy seasons, pivot to strategic projects, including designing and formalizing new operational processes into Standard Operating Procedures (SOPs).
- Inventory & Seasonal Planning: Proactively manage seasonal inventory (e.g., assessing and marking up fan purchases for landlords prior to summer). Maintain up-to-date tracking of company-owned assets (fans, cots, high chairs, 5G dongles).
Required skills and or qualifications
- Commercially focused: Understanding of the commercial drivers of the business
- Organisational Mastery: Strong multitasking and time-management skills with the ability to prioritize under pressure.
- Communication: Excellent written and verbal communication skills and presentation skills; comfortable coordinating multiple stakeholders (landlords, guests, contractors, and internal teams).
- Mindset: A proactive, solution-oriented "can-do" attitude with a high degree of personal accountability and attention to detail.
- Tech Savvy: Comfortable working with operational software, dashboards (e.g., Breezeway), and communication platforms (e.g., MS Teams).
- First Aid: First Aid certification (or willingness to undergo training immediately upon hiring) is required.
- Fire Marshal Training or willingness to undergo training immediately upon hiring.
Terms & Conditions
- Role initially required on a temporary basis for 9 to 12 months.
- Salary based on experience.
- 33 days including Bank Holidays.
- Pension contributions.
Join us as a Senior Operations & Maintenance Coordinator to be at the forefront of operational excellence! Your expertise will ensure our facilities operate smoothly while you lead a talented team dedicated to maintaining high standards of safety, efficiency, and reliability.
Pay: £25,420.00-£44,933.19 per year
Work Location: In person
