Facilities Administration Coordinator

There’s no one quite like us.

Value Retail is the creator and operator of The Bicester Village Shopping Collection – with 11 luxury shopping destinations in Europe and China, home to more than 1,200 boutiques of the world’s leading luxury fashion and lifestyle brands, offering exceptional savings all year round. What sets us apart: A Distinctive Fashion Experience. If you have what it takes to create something extraordinary every day, then look no further – this is where you need to be! At Value Retail, we all share the same ambition: to create extraordinary experiences for our guests, brand partners and colleagues.

We are entrepreneurs at heart, passionate about what we do, and constantly raise the bar. Value Retail (VR) is bringing The Bicester Collection to North America. An experience unlike any other, Belmont Park Village is projected to open in 2024. Located adjacent to the iconic Belmont Park racecourse and the UBS Arena, home to the New York Islanders, and with a future hotel to be announced, Belmont Park Village will be the most sustainable retail destination in North America as well as one of the most exciting entertainment destinations in the world.

About the role

The Facilities Administration Coordinator initial focus will be working with the asset management team to organize data (outside spaces, buildings and equipment), which includes the asset register, Operations and Maintenance (O&M) manuals, Plan Preventative Maintenance (PPM) instructions and Facility Management (FM) processes and policies. The following responsibilities summarize the operational aspects of the role.

Key responsibilities

The key responsibilities of this role will include some or all the following.

Facilities Management Operations

• Ensure that all PPMs are automatically generated as per the scheduled manufacturer recommendation in the Building Maintenance System (BMS)and updated as needed.
• Assess and handle reactive work orders, ensuring they are correctly prioritized and have clear descriptions. Monitor job progress, and where necessary, update requesters on progress.
• Obtain approvals to replenish stock when notifications are received from Planon.
• Create and update contractor records in Planon.
• Troubleshoot Planon issues raised by end users, liaison with IT and the Planon governance team as appropriate.
• Supported by FM, store new / changed asset data in Planon and the Information Management System (IMS), ensuring the data is complete and accurate.
• Report on reactive and planned maintenance data, including creating new FM reports as required to analyze performance.
• Collaborate with the Planon system owner in raising potential improvements to the system. Support FM with creating asset QR codes from within Planon, for asset tagging.
• Notify the primary maintenance provider of any new asset details and updates to equipment warranties.

People

• Communicate effectively and develop positive relationships with key stakeholders.
• Work in collaboration with Value Retail colleagues, in particular with Planon admin team members at other villages.
• Constructively engage all stakeholders – VR employees and maintenance suppliers. Seek out opportunities for professional development.

Continuous Improvement

• Produce metrics and reports for the FM team which provide operational insight and areas of focus for continuous improvement.
• Promote the use of the Planon system within FM staff and customers within the Village.
• Highlight, identify, assess and resolve problems that arise in order to mitigate risks.
• Contribute to strategic FM operational planning.

Finance

• Support FM in protecting assets, by maintaining PPM schedules, 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 program, utilizing data held in Planon.

Corporate Governance, Health & Safety (H&S), and Environment, Social and Governance (ESG)

• Evaluate the performance of PPMs 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 demanding sustainability targets.
• Promote H&S through system development and management of contractors.

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. Other related duties as assigned.

About You

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

• Essential At least 12-24 month’s experience in a facilities management / real estate environment
• Good knowledge of assets (buildings / equipment) typical of a retail environment Appreciation of safe systems of work / control measures Strong attention to detail Excellent interpersonal skills
• Proactive with the ability to work independently Fluent in English, both written and spoken Demonstrated interest in sustainability and willingness to embrace the Bicester Collection’s ambition to deliver “Growth We Can Be Proud Of.”

Preferred

• Holds a recognized Health and Safety qualification / certification
• Experience of working in the luxury hospitality, commercial or retail environment
• Experience of operating / maintaining Planon or similar Facilities Management system

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. BPV Management Co. LLC is an Equal Opportunity Employer and does not discriminate based on the basis of actual or perceived age, race, creed, color, national origin, sexual orientation, gender identity or expression, military status, sex, disability, predisposing genetic characteristics, familial status, marital status, or status as a victim of domestic violence, arrest record or conviction record, or sincerely held practice of religion or any other characteristic protected by federal, state, local, or other law (“Protected Characteristics”).

The Bicester Collection