Facilities Coordinator

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 a Property & Facilities Coordinator to join our property team on a full-time, permanent basis.

As a Property & Facilities Coordinator, 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:

• 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.
• 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 of clothing brands
• Auto-enrolment into the company pension scheme
• Seasonal ticket loan
• Charity time-bank scheme
• Ability to purchase additional annual leave