Facilities & Maintenance Coordinator

FashionUnited Group; Greater London; On-site; GBP 28,000 - 38,000; Full time

Benefits offered by this job

Quarterly/Annual bonus

Up to 25 days holiday + bank holidays

Volunteer days (2 extra paid)

50% staff discount

BUPA Dental Insurance

Healthcare cash plan

Life Assurance

Interest free season ticket loan

Pension contribution

Job summary

White Stuff is seeking an energetic Facilities Coordinator to support the Property team across 120+ stores and concessions in the UK and Germany, ensuring day-to-day FM activities, health and safety standards, and compliance.

You will manage reactive maintenance, contractor oversight, reporting, and administration of the property management system, with a focus on efficient service and stakeholder updates. This hybrid UK-based role supports the business with robust facilities governance.

Qualifications

• Experience in a facilities role within a multi-site/retail environment.
• Ability to communicate with all levels of the business and with suppliers/contractors.
• Knowledge of statutory maintenance and testing compliance.
• Experience with risk assessments, audits and incident investigations.
• IOSH certification would be beneficial.

Responsibilities

• Primary contact for FM and workplace queries across the White Stuff estate.
• Manage reactive maintenance and ensure high standards of completion.
• Maintain store details in the in-house Property Management system.
• Prepare weekly and monthly reports on maintenance status for stakeholders.
• Administer PPM, statutory and compliance maintenance to ensure legal compliance.
• Oversee utilities contracts, including invoices and processing.
• Manage contractors and subcontractors to maintain service quality.
• Review contractor safety risk statements to ensure safe working practices.
• Ensure health and safety systems are in place and up-to-date.
• Monitor and report on health & safety incidents for governance committees.
• Liaise with landlords as required and support policy updates.

Skills

Multisite facilities coordination

Stakeholder communication

Health & safety awareness

Organisational skills

Proactive and responsive

Education

IOSH certification (benefit)

Tools

MS Office (Word, Excel, Outlook, PowerPoint)

Job description

White Stuff was established in 1985 through a simple idea. This idea grew and now we have shops and concessions in the UK and internationally, selling women’s and men’s clothing as well as beautiful accessories and homeware. Our original prints (all designed in house), intricate details and considered design touches reflect our personality and make us subtly distinctive.

Our people are at the heart of our brand, constantly moving and driving us forward. We’re sociable, talented and like minded and we’re not hierarchical or political in how we do business. We encourage entrepreneurial ideas and accountability at all levels.

WHO YOU ARE

An energetic and enthusiastic coordinator who is happy to be busy and likes being helpful and getting things done.

PRIMARY OBJECTIVE OF THE JOB

To work within the Property team overseeing the day-to-day delivery of FM activities and management of FM service providers across a retail portfolio of 120+ stores and concession sites in the UK and Germany, as well as HQ and our distribution centre. Supporting the Facilities & Maintenance Manager with overall administration responsibilities for retail maintenance, ensuring health and safety standards are met and safeguard legal compliance.

WHAT YOU’LL BE DOING

• Primary contact for FM and workplace related enquiries across the White Stuff Estate
• Logging and actioning of all reactive maintenance and manage the completion to the highest standards.
• Taking responsibility for the in-house Property Management system ensuring all store details are kept up to date.
• Preparing weekly and monthly reports regarding maintenance status, updating stakeholders of jobs that have been completed and those outstanding.
• Administration of all PPM, Statutory and compliance maintenance across the White Stuff Estate to ensure we remain compliant
• Administration of utilities contracts including checking and processing of invoices
• Contractor management to ensure highest levels of service
• Review and approve contractors and sub-contractors’ risk and method statement to ensure that they are working safely
• Ensure all health & safety systems are in place, maintained and that issues identified or reported are managed efficiently
• Monitor and record Health & Safety incidents and produce monthly, quarterly & annual reports and statistics for presentation to the Quarterly H&S Committee
• Ensure that all accidents / near misses are logged and acted upon.
• Liaise with Landlords as and when required.
• Assisting line manager with the implementation, administration and updating of Company’s Health & Safety policy, Environmental Plan & Business Continuity Plan.

WHAT YOU’LL NEED

• Experience working in a facilities role within a multi-site and retail environment.
• Ability to communicate all levels with the business and supplier & contractors
• Knowledge of statutory maintenance and testing compliance
• Experience dealing with risk assessments, audits and accident investigations
• An IOSH certification would be a benefit but not essential
• Proactive, innovative, and responsive
• Good organisational & planning skills
• Pragmatic and good communication skills
• Able to multi-task, work under pressure, no two days are the same in Facilities Management
• Proven administration skills and Competent PC skills (Word, Excel, Outlook, PowerPoint).

WHAT WE’LL OFFER YOU

• Quarterly/Annual bonus opportunity
• Up to 25 days holiday, Plus Bank Holidays
• 2 extra (paid!) days off per year to volunteer in the local community
• 50% discount
• Subsidised BUPA Dental Insurance
• Healthcare cash plan and Life Assurance
• Interest free season ticket loan
• Pension Contribution

We are committed to creating an environment where we can all be proud to work and be ourselves. Part of this commitment is being an equal opportunity employer. All qualified applicants will be considered for employment without regard to race, colour, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, and age.

#LI-Hybrid

Want to know more about working at White Stuff?

England, United Kingdom of Great Britain and Northern Ireland