Commercial Property & Facilities Coordinator

Present agency; Greater London; On-site; GBP 32,000 - 42,000; Full time

Benefits offered by this job

21 days annual leave

Staff discount

Job summary

Four Marketing in London is seeking an Assistant Property & Facilities Manager to join our property team on a full-time, permanent basis. You will support the Property department with development, design and maintenance of the group portfolio, including HQ and retail sites, locally and globally, with a focus on health and safety and efficiency.

The role requires 2+ years in property/facilities, strong BMS/HS knowledge, and excellent Excel and MS Office skills.

Qualifications

• GCSE or A Level qualification.
• Minimum 2 years' experience in Property, Facilities Management, Administration or Operations.
• Good knowledge of BMS systems and HS policies.
• Strong Excel and Microsoft Office skills.
• Excellent written and verbal communication; able to negotiate with stakeholders.
• Organised, proactive, and able to manage multiple projects.

Responsibilities

• Manage planned and reactive maintenance including lighting, HVAC, security systems and fire safety.
• Oversee tendering, negotiation, and reviews of contracts across the portfolio.
• Coordinate building renovations, moves, and ongoing maintenance to quality.
• Oversee closures and relocations of offices and stores.
• Ensure health and safety compliance across HQ and retail sites.
• Maintain department budgets and track spends weekly and monthly.
• Prepare status reports and manage department calendar.
• Liaise with landlords and managing agents; manage contractors.
• Support on-site access for out-of-hours needs.

Education

GCSE or A Level

Tools

BMS systems

Microsoft Office

Excel

Job description

Four Marketing was founded in 1997 and has since grown into one of the UK's most influential 360° fashion wholesale, design, and retail businesses.

From our bespoke 45,000 sq ft location in London's dynamic King's Cross quarter, not only are we deeply rooted in the very heart of the UK's fashion scene, but we're also well connected to reach a global fashion audience.

We are currently recruiting for an Assistant Property & Facilities Manager to join our property team on a full-time, permanent basis.

As an Assistant Property & Facilities Manager, you will support the Property department with the development, design, and maintenance of the Group Portfolio, including the Head Office and all retail store locations, both locally and globally. This will include responsibilities for company-wide Health & Safety, with a focus on using best business practices to improve efficiency while increasing productivity.

You will also coordinate all functions to help streamline department operations and support in executing departmental strategies across the group.

Main Duties & Responsibilities

• Management of planned & reactive maintenance, including but not limited to Emergency Lighting, PAT, EICR, HVAC, BMS, CCTV, Access Control, Lifts, Pest Control, Fire Extinguishers, Fire Alarm Systems, and Intruder Alarms, among others.
• Overseeing the tendering, negotiation, and ongoing reviews of different contracts across the portfolio.
• Oversee building renovations, moves, or maintenance and ensure projects are completed in a timely manner to the expected quality.
• Oversee closures and relocations across the group, including office and retail spaces.
• Oversee all building and H&S compliance, including but not limited to fire evacuations, housekeeping, legionella testing, signage and risk assessments particularly GRA & FRA’s.
• Be able to work at all levels of the organisation and develop relationships throughout the business to foster two-way communication.
• Management of department budgets including monitoring financial spends on weekly and monthly bases.
• Coordinate all department meetings, including agenda, minutes and follow up.
• Manage and update department files accordingly on shared drive for all property & maintenance systems that are put into place including PPM matrix, floor plans, maintenance certifications and other compliance required documentation.
• Management/actioning of internal reactive maintenance ticketing formstack system.
• Manage contractors including landlord and managing agent liaison.
• Oversee and agree contracts and providing of services.
• Management/actioning of all department final requirements such as POs, Invoicing, receipts, approvals, Cap-ex spend and more.
• Management of the department calendar.
• Oversee and manage all elements of worknest H&S portal ensuring all HQ/retails store staff carry out assigned online training and report/action any non- compliance.
• Provide all relevant status reports and updates to P&F Manager and management teams.
• Overseeing of building renovations and the planning of office moves.
• Assisting with business relocations and store closures.
• Be on hand to provide OOH access when required at retail stores.
• Other departmental duties as needed.

Personal Specification

Essential experience, qualifications and skills:

• General certificate of education (GCSE) or advanced level (A Level)
• Minimum of 2 years' experience in a similar role specifically with a focus on Property, Facilities Management, Administration and Operations.
• Good working knowledge of BMS systems.
• Good working knowledge of H&S policies and procedures.
• Good working knowledge of utility usage, meters, and related work.
• Working as a key individual within a wider team, including senior management
• High computer literacy, advanced excel skills and proficiency in Microsoft Office.
• Methodical, accurate, logical, and concise approach to work.
• Strong written and verbal communications skills, effective influencer, and negotiator with commercial awareness.
• Can prioritise and manage several projects simultaneously.
• Planning and organising skills.
• Positive, proactive, confident, and able to develop relationships with colleagues & contractors
• Highly organised, resourceful and "can do" attitude.

Desirable Qualifications

• Emergency First Aid at work Certificate.
• Fire Marshall Certificate.

The successful candidate will enjoy access to a variety of discretionary benefits, such as:

• 21 days annual leave entitlement, plus bank holidays each year
• Generous staff discount across a variety