Commercial Property & 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, we’re deeply rooted in the heart of the UK’s fashion scene and connected to reach a global fashion audience.

We are recruiting for an Assistant Property & Facilities Manager to join our property team on a full-time, permanent basis. As an Assistant Property & Facilities Manager, 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, locally and globally. This role includes responsibility for company-wide Health & Safety, with a focus on best practices to improve efficiency and productivity.

You will coordinate all functions to help streamline department operations and support in executing departmental strategies across the group.

Responsibilities

• Management of planned and reactive maintenance, including 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 contracts across the portfolio.
• Oversee building renovations, moves, or maintenance and ensure projects are completed on time to the expected quality.
• Oversee closures and relocations across the group, including office and retail spaces.
• Oversee all building and H&S compliance, including fire evacuations, housekeeping, legionella testing, signage and risk assessments (GRA & FRA).
• Develop relationships across the organisation to foster two-way communication.
• Management of department budgets including monitoring financial spends on a weekly and monthly basis.
• Coordinate all department meetings, including agenda, minutes and follow up.
• Manage and update department files on shared drives for property & maintenance systems (e.g., PPM matrix, floor plans, maintenance certifications and other required documentation).
• Management of internal reactive maintenance ticketing system (Formstack).
• Manage contractors including landlord and managing agent liaison; oversee and agree contracts and provision of services.
• Management of department final requirements such as POs, invoicing, receipts, approvals, capex spend and more.
• Management of the department calendar and Health & Safety portal to ensure training is completed and non-compliance is addressed.
• Provide status reports and updates to P&F Manager and management teams.
• Assist with business relocations and store closures; provide access as required at retail stores.
• Other departmental duties as needed.

Personal Specification

• Essential experience, qualifications and skills:
• GCSE or A Level
• Minimum of 2 years’ experience in a similar role focused 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
• Ability to work as a key member 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 communication skills, effective influencer and negotiator with commercial awareness
• Ability to prioritise and manage several projects simultaneously
• Planning and organizing skills
• Positive, proactive, confident, and able to develop relationships with colleagues & contractors
• Highly organized, resourceful and a can-do attitude

Desirable qualifications

• Emergency First Aid at Work Certificate
• Fire Marshal Certificate

Benefits

• 25 days annual leave entitlement, plus bank holidays each year
• Generous staff discount across a variety of brands
• Auto-enrolment into the company pension scheme
• Cycle-to-work scheme
• Seasonal ticket loan
• Charity time-bank scheme
• Ability to purchase additional annual leave

Details: Seniority level: Entry level, Employment type: Full-time, Job function: Sales and Business Development, Industries: Advertising Services.