Facilities Coordinator

We’re Pentland Brands; a dynamic, global family business, and proud owners and licensees of many iconic active and footwear brands. With a community of over 1,300 team members worldwide, we embrace diversity and inclusion, and champion growth and development. Our success is built on teamwork, courage, innovation, and an unwavering commitment to excellence.

WHAT’S THE MISSION FOR THIS ROLE?

You will have a can do, hands on, proactive attitude with the ability to multitask in a fast-paced environment. Ensuring site facilities are running smoothly achieving high standards across site at all times. Promote a proactive and client focused outcome approach for facilities services acting as the initial point of contact, escalating any issues to the Facilities Manager.

You will help promote a positive health, safety and risk culture and ensuring that the estate is always a safe place. This will involve adhering to both statutory compliance and internal policies and procedures ensuring all contractors on site comply with site safety procedures.

This role is primarily a five day a week position to cover our Hatton Garden office, working closely in a small team, colleagues across Workplace including supply chain partners, plus the wider Pentland Brands functions to manage key stakeholder relationships.

WHAT DOES THIS ROLE DO?

As our Facilities Coordinator, you will be responsible for:

General Facilities Management,

• To be responsible for reactive work orders logged on CAFM from inception to completion, providing good customer services, ensuring each job is managed with its assigned priority and service level agreement
• Liaising with contractors working on planned and reactive maintenance on site and coordinate access including Pentland Group Trading properties
• Monitor supplier performance against agreed service standard ensuring 1st time fix where possible and correct root cause diagnostics
• Ensuring contractors provide proof of relevant insurances, risk assessments, safe systems of work and method statements prior to works being commenced
• Ensure records are created and maintained on CAFM system to demonstrate full operational procedures are followed
• Ensure all PPM’s are carried out as per agreed schedule and CAFM schedules remain up to date with relevant service records or certificates
• Approve, oversee and sign-off quoted works ensuring best value within decision empowerment framework
• Ensure effective communications are maintained with:
• Internal customers, managing expectations at all times by communicating expected activities and resolution timescales, advising of any delays in meeting agreed response times, supplier re-visits (e.g. if parts need to be ordered)
• Service providers on planned and reactive work requests so maintenance can be carried out efficiently, effectively and with minimum disruption to Location
• Support with Co-ordination of onsite events
• Raising of fixed and variable purchase orders for supply chain
• Manage minor offices moves and space planning accordingly
• Create and update floor plans
• Daily quality floor checks

Health and Safety

• Co-ordinate fire marshal and first aid requirements, training, and monitoring needs
• Work with Facilities Manager and Health and Safety Manager to ensure health and safety processes are adhered to when dealing with incidents, accidents or near misses

Contractor Safety Management

• Maintain the safety management system for contractors, including induction processes and permits to work
• Ensure that reviews of all third-party Safe Systems of Work are undertaken
• Ensure all contractors have the appropriate accreditations, insurances, risk assessment and method statements and safe systems of work
• Review and approve risk/method statements and Public Liability Insurance

Postroom Duties

• Managing courier accounts. Manage courier services and ensure timely collection and dispatch of parcels.
• Receive, sort, and distribute incoming mail, packages, and deliveries to relevant departments or individuals.
• Prepare outgoing mail, including packaging, labeling, and ensuring correct postage
• Organise and monito storage of confidential or sensitive documents.

WHAT DO I BRING TO THE ROLE?

You just might be our next superstar if you have the following skills and experience:

• Proactive and highly motivated individual with a can-do attitude with a hands-on approach, a strong team player
• Take ownership and accountability for work
• Excellent communications skills, both written and verbal are essential
• Be able to prioritise workload, work to tight deadlines, plan organize and monitor several activities as the same time
• Focused on high standards of service delivery and best value solutions
• Experience of working with a customer/tenant focused environment
• Previous experience in delivering FM services
• Have a positive customer service approach style to their work
• Quality workmanship and a keen eye for detail
• Proficiency in basic office software (Word, Excel, Outlook).
• IOSH Managing Safely
• Professional membership of industry body such as IWFM and a health and safety qualification (Desirable, not essential)
• Well versed in CAFM system

We want you to live our company principles, bringing a strong consumer focus, while always looking for ways to improve and grow in your role. Take ownership of your work and be proactive in solving problems whilst communicating openly and treating everyone with respect and kindness. And, of course, let your creativity shine by bringing your unique style and individuality to the Pentland Brands Team.

Facilities Coordinator | London, Farringdon | Permanent, full time

WHAT’S IN IT FOR ME?

• Competitive + discretionary bonus
• 25 Days Holiday: Increases with length of service and the option to purchase additional days to suit your needs.
• Discounts: Brand discounts (including friends and family and JD Sports), Sample Sales, and other retail discounts and perks.
• Family-Friendly Benefits: Generous enhanced parental leave policies
• Health Perks: Choose from a variety of health-related perks including medical cash plan, critical illness cover, life assurance, gym and fitness discounts, dental insurance, eye care, and health screening to maintain your wellbeing.
• Travel Perks: Take advantage of our season ticket loan, cycle to work schemes, electric car schemes, and discounts on home charging units to support eco-friendly commuting.
• Flexible Working: We offer hybrid working and flexible working hours, allowing you to start your day earlier or later to help with commute costs or personal commitments.
• Chance to join our Charity, D&I and Sustainability employee networks.

As an equal opportunity employer, we’re committed to fostering diversity and creating an inclusive culture across our business, stores, and office environment.

We warmly welcome your application.