Facilities Coordinator

We’re Pentland Brands: a global family business behind some of the world’s most iconic active and lifestyle brands. We bring integrity, energy and ambition to our work, setting high standards and striving to deliver great outcomes without ego. With over 1,500 team members worldwide, we’re proud of our diverse, inclusive culture where everyone is encouraged to speak up, challenge thinking, create breakthroughs and collaborate openly. Our people are what set us apart, and we’re committed to creating an environment where everyone can thrive.

Location: London, Farringdon

Hours: 36.5 hours per week, Monday to Friday (4.30pm finish on a Friday)

The Facilities Coordinator Mission:

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

How you’ll drive success:

• Post Room Duties:

• Receive, sort, and distribute incoming mail, packages, and deliveries to relevant departments or individuals.
• Prepare outgoing mail, including packaging, labelling, and ensuring correct postage.
• Manage courier services and ensure timely collection and dispatch of parcels.
• Maintain accurate records of all incoming and outgoing mail and parcels.
• Organise and monitor storage of confidential or sensitive documents.
• Coordinate with external postal and delivery services to ensure timely and efficient mail handling.

• Assist with the general upkeep of office facilities, including ensuring cleanliness and maintenance of common areas such as kitchens, meeting rooms, and restrooms.
• Support office moves, furniture setups, and relocations.
• Assist with basic repairs or maintenance tasks, such as changing light bulbs or moving equipment.
• Manage stock levels for office supplies and facilities-related items (e.g., cleaning materials, office stationery).
• Support with external service providers for regular facilities maintenance and repairs.
• Assist with the management and upkeep of office equipment, including printers, shredders, and vending machines.
• Support with health and safety compliance, including fire drills and emergency evacuation procedures.
• Support the safety management system for contractors, including induction processes and permits to work.

• Support the Senior Facilities Coordinator and Health and Safety Manager with any third-party H&S requirements such as documentation and credentials.
• Work with Facilities Coordinator to ensure “all location specific” health and safety processes “are adhered to.”

• Assist with ad-hoc administrative tasks as needed, such as filing, photocopying, and scanning documents.
• Handle requests for extra supplies, office equipment, or services from staff members.
• Provide support for events or meetings, including setting up rooms and ensuring facilities are prepared.
• Ensure the office environment is tidy and welcoming for all staff and visitors.

What you’ll need to thrive:

• Previous experience in a post room or facilities support role (desirable but not essential).
• Ability to work independently and manage multiple tasks.
• Strong attention to detail and problem-solving abilities.
• Excellent communication and interpersonal skills.
• Proficiency in basic office software (Word, Excel, Outlook).
• Proactive and highly motivated individual with a can-do attitude with a hands-on approach, a strong team player.
• Be able to prioritise workload, work to tight deadlines, plan organise and monitor several activities at the same time.
• Focused on high standards of service delivery and best value solutions.
• Have a positive customer service approach style to their work.
• Strong people and stakeholder management skills.
• Think creatively and pragmatically in resolving problems.
• IOSH Managing Safely (Desirable, not essential).
• Well versed in CAFM system.

Alongside a competitive salary and discretionary bonus, we offer a comprehensive benefits package designed to support your wellbeing, flexibility, and life outside work. This includes generous holiday allowance with the option to buy more, hybrid and flexible working, enhanced family leave, pension and financial protection, wellbeing support, travel schemes, and generous discounts across Pentland Brands and selected retail partners.

The Interview Process:

We want our interview process to feel clear, straightforward, and supportive. If your experience and expectations look like a strong match for the role, here’s what you can expect next:

• Talent Team Intro Call - A 30-minute video call with our Talent Team to get to know each other, talk through the role and your experience, and answer any questions you have.
• Experience Interview - A more in-depth interview (usually online) with the hiring manager to explore your skills, experience and approach, and how these align with the role, our principles, and our ways of working.
• Final Interview - A final in-person interview at our office, focused on deeper discussion and practical application, giving you the chance to meet more of the team and see Pentland Brands in action.