Facilities Management Coordinator

**Something Extraordinary Every Day**

The role reports into the local Senior Facilities Manager and is based in Fidenza Village.

It is offered on a permanent, full-time contract.

The Facilities Coordinator - Data & System’s main focus will be to work with the asset management team on Planon, a system configured to include key asset data (outside spaces, buildings and equipment) like the asset register, Operations&Maintenance manuals, Planned Preventative Maintenance instructions and Facilities Management processes, policies and sustainability data.

**What you will be doing**

The key responsibilities of this role will include the following

**1. Facilities Management Operations**
- Supported by the local team, store new/changed asset data in Planon and the Information Management System), ensuring the data is complete and accurate_._
- Analyse/report on reactive and planned maintenance data, including creating new Facilities Management reports as required to analyse performance.
- Liaise with the Planon system owner in raising potential improvements to the system
- Provide support to the whole team to ensure appropriate coverage throughout the centre’s opening days and hours, including sharing weekend and holiday shifts with fellow team members, to coordinate and deliver essential services required for the smooth operation of the Village, such as security, cleaning, and other fundamental activities.
- Create and update contractor records in Planon
- Troubleshoot Planon issues raised by end users, liaising with IT and the central Planon team as appropriate.

**2. People**
- Communicate effectively and develop positive relationships with key stakeholders, including contracted teams or external suppliers.
- Constructively engage all stakeholders - VR employees, maintenance services suppliers
- Seek out opportunities for professional development

**3. Continuous Improvement**
- Produce metrics and reports for the Facilities Management team which provide operational insight and areas of focus for continuous improvement
- Promote the use of the Planon system within Facilities Management and to Facilities Management’s customers within the Village
- Highlight, identify, assess and resolve problems to mitigate risks
- Contribute to strategic Facilities Management operational planning

**4. Finance**
- Support Facilities Management with protecting assets, by maintaining Planned Preventative Maintenance information, information relating to asset condition surveys and the asset register in Planon
- Assist in reporting that supports asset life cycle planning
- Contribute to the development of the Village’s long-term capital programme, through data held in Planon

**5. Corporate governance, Health & Safety and Environment, Social and Governance (ESG)**
- Evaluate the performance of Planned Preventative Maintenances and work orders relating to H&S and ESG
- Assist with the regular review of the department’s risk assessments and method statements
- Ensure all legal requirements and documents are up to date in Planon and highlight any issues
- Report on agreed compliance standards
- Monitor and report on sustainability metrics including performance against targets
- Promote H&S through system development and management of contractors

**6. Adopt a ‘Four Pillars’ approach ensuring coordinated delivery of services**
- Drive continuous improvement and promote delivery of the Four Pillars (Retail, Real Estate, Hospitality and Creation of Experience)
- Collaborate with other departments/colleagues to ensure services are delivered efficiently and in a timely manner

**About you**

We are looking for an individual who can display the following experience and skills:

- At least 12-24 month’s experience in a facilities management/real estate environment
- Holds an accredited Health and Safety certification
- Good knowledge of assets (buildings/equipment) typical of a retail environment
- Experience of working in the luxury hospitality, commercial or retail environment
- Experience of operating/maintaining Planon or similar Facilities Management system
- Appreciation of safe systems of work/control measures
- Strong attention to details
- Excellent interpersonal skills
- Proactive, with the ability to set own work agenda
- Fluent in English, both written and spoken, and in local Village language

**There’s no one quite like us**

The Bicester Collection are the worlds’ leading luxury shopping destinations, and we are committed to creating magical and memorable experiences for our guests. Taking the name of the founding Village, The Bicester Collection distinguishes the 12 Villages in Europe, China and United States as one collection of destinations for our guests, our brand partners, our travel and tourism partners, our corporate and financial media, and our internal teams.

Our Vision is to be the best shopping destination in the world.

Our Mission is to make the lives of others better including our brands, our guests, our peop