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.

This offer is available also for candidates belonging to protected categories as in line with law 68/99, article 18.

What you will be doing

The key responsibilities of this role will include the following

1. Facilities Management Operations

• 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.
• 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
• 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 people and our communities.

Our Brand Promise is to offer something extraordinary every day.

Our Five Values are the glue that bind us together and allows us to lead ahead:

• • Authenticity - Always do the right thing
  • Innovation - Think outside of the box
  • Passion - Do what you love and love what you do
  • Critical Thinking - Challenge the obvious
  • Vision - Be mission driven always

Why we’re exceptional

The key to our success is the quality and commitment of our people. In return for your hard work and commitment to our values, you’ll receive a generous salary and we’ll also reward you through our Feel Good Programme which offers the following benefits:

• Lifestyle - Our Lifestyle benefits include life assurance, leisure travel insurance, a discounted shopping portal, discounts across our Villages and a referral bonus. 
• Physical - Our Physical health benefits include private medical cover and flu vaccinations.
• Mental – Our Mental health benefits include support from trained mental health 'first aiders' from across the business, and free access to Headspace. 
• Social - Our social programme is designed to help us connect and, most importantly, have fun Benefits include summer parties, outdoor team activities, time away from the office to enjoy special occasions such as birthdays, getting married, moving house and, of course, taking a well-deserved break.

Come and live your story with us

At The Bicester Collection, we are focused on attracting and retaining the best talent. We believe in fostering an open culture, which supports our people to thrive and creates a sense of belonging. Working at the Bicester Collection means entering an inclusive space where all perspectives are valued, ideas are shared freely, and creativity is encouraged.