Facilities Coordinator - UK & Nordics

OTB; City Of London; On-site; GBP 45,000 - 55,000; Full time

Job summary

A leading global brand is seeking a Facilities Coordinator to manage and support the Facilities function across the UK and NORDICS region. The ideal candidate will have experience in a fast-paced service-driven environment and will be responsible for managing maintenance, budgets, and supplier relationships. Strong problem-solving skills and a degree in engineering are essential for this role. The position is based in London.

Qualifications

• Acts as an OTB Ambassador always.
• Friendly, helpful and a 'can do' attitude.
• Self-motivated and committed.
• Excellent time keeping, priority setting, and organisational skills.

Responsibilities

• Manage the Facilities function efficiently.
• Respond to urgent maintenance issues.
• Promote sustainability and efficiency projects.
• Build strong relationships with other departments.

Skills

Multi-tasking in a fast-paced environment

Strong problem-solving skills

Fluent English

Knowledge of Microsoft Office programs

Time-management skills

Italian speaking

Education

Bachelor’s or master’s degree in engineering or other technical subjects

Tools

AutoCAD

Job description

Title

OTB UK & NORDICS Facility Coordinator

Reports to

OTB Retail Senior Facility Manager (based in Italy)

Based

Diesel office, London

Job Purpose

To manage the Facilities function efficiently and provide a professional support service to all OTB employees in a cost effective and timely manner across OTB legal entities for UK & NORDICS region. Promote a positive image that is in line with our brand values. Manage the maintenance and cleaning of all OTB sites (buildings, stores, concessions or others), responding to urgent maintenance issues and reporting any deficiencies.

Key Responsibilities and Accountabilities

• Back‑office activities
  • Maintenance agreement management
  • Budget monitoring
  • Participates into new budget process
  • Weekly retail manager meeting
  • Regularly meeting with supplier to review the service provided
  • Maintenance compliant with local regulations
  • Process anomalies with HSE department
  • Shop strip‑out process
  • Participates into the project phase with Store planning
  • Participates into the opening process with other departments
  • Score cards supplier checking and reporting
  • CCTV authorization process and GDPR compliance
  • Coordinating PPM, Callout, Cleaning services on all OTB buildings (Hos, warehouses, stores, outlets and departments)
  • Collect necessary data for the annual sustainability report (waste production, energy and fuel consumption, water consumption, etc.)
  • Manage local energy utilities: opening and closing of meters, control consumption and costs, report to Group Energy Manager, collaborate on local utilities contracts
  • Participate and promote sustainability and efficiency projects
  • PO processing
  • Supplier record process
  • Routing slip form process
  • Utility management
  • Car fleet process and monitoring in support with the central
  • New supplier scouting
• Maintenance platform activities
  • Maintenance platform Work Order managing
  • Scheduling the intervention and managing it
  • Manage the priority according to SLA
  • Monitoring the report after intervention
  • Managing PPM and reporting
  • Managing Callout and reporting
• Archiving activities
  • Cataloguing documents into sharing archive
  • Maintenance and updating sharing archive
  • Document retrieves from internal department
  • Document retrieves from external suppliers
  • Asset database creation for each Store
• Onsite activities
  • Checklist of Maintenance, cleaning, security
  • Logbook checking and monitoring
  • Meeting with suppliers
  • Meeting with Landlord
• Security
  • Managing PPM Security system (CCTV, Intruder alarm, EAS system, Alarm monitor service)
  • Identify and action Security needs for the buildings with other departments
  • Manage the process for the code and access into the alarm and CCTV system per local law and GDPR regulations
  • Score cards Security supplier checking and reporting
• Working Relationships & Communication
  • Build up a strong relationship with other departments involved in the Retail world
  • Ensures prompt action and communication with key stakeholders
  • Communicate confidently, concisely and clearly, both verbally and in writing at all times
  • Adopts a ‘happy to help’ attitude
  • Manages expectations politely and ensures action taken as advised
  • Acts with OTB values at all times
  • Fosters and builds great working relationships internally and externally
• Confidentiality
  • Maintain strict levels of confidentiality regarding personal details of employees, salaries and commercial information

Skills & Capabilities

• Bachelor’s or master’s degree in engineering or other technical subjects
• Multi‑tasking in a fast‑paced environment
• Knowledge of Microsoft Office programs (AutoCAD an advantage)
• Strong problem‑solving skills
• Time‑management skills
• Fluent English
• Italian speaking an advantage but not mandatory

Personal Profile

• Acts as an OTB Ambassador always
• Friendly, helpful and a ‘can do’ attitude
• Flexible and adaptable
• Availability for business travel essential
• Self‑motivated and committed
• Excellent time keeping, priority setting and organisational skills
• Tenacious, takes responsibility and ownership
• Acts as business partner and project manager towards role, tasks and responsibility
• Efficient, solution‑based thinker
• Leads by example and follows best practice

Previous Experience

• Experience of a fast‑paced, service‑driven office environment
• Previous experience of managing facilities, services & suppliers
• Excellent communication skills, written and verbal
• Experience of managing multiple sites
• Experienced with managing budgets

This list is not exhaustive and from time to time your manager may choose to vary your role to meet the needs of the business.