Job Description
Estates and Maintenance Coordinator - Remote - Occasional travel around the South of England / London Reports To Property Development Business Partner Direct Reports 1 Department/Functional Area Property Role Type Full Time, Permanent Role Purpose The Estates & Maintenance Coordinator is responsible for the day-to-day management of the store estate, ensuring all properties remain safe, compliant, and well-maintained. This role focuses on delivering reactive maintenance, compliance consideration, and administration of estate activity, while acting as the key point of contact for store teams on property-related issues. Working closely with the Property Development Business Partner, the Estates & Maintenance Coordinator ensures operational continuity and effective resolution of estate issues across the portfolio. Key Responsibilities Reactive Maintenance Delivery Oversee reactive maintenance activity logged through software management Monitor job progress, ensuring timely follow-up with contractors and resolution of escalated store issues. Maintain accurate records of completed works within software management Store & Stakeholder Support Act as first point of contact for property-related queries from field Operations, providing guidance and support. Deliver coaching to store teams on effective use of software management and estate processes. Collaborate with Operations, Finance, People, and IT to ensure smooth support for stores. Contractor & Supplier Coordination Liaise with contractors to ensure responsive and effective delivery of reactive works. Support the Property Development Business Partner with contractor performance reviews and supplier management. Maintain positive working relationships with landlords, agents, and external partners. Administration & Spend Tracking Track and record all capital spend and non–software management repair expenditure. Ensure property documentation, compliance certificates for reactive and quoted works, and estate records are accurate and up to date. Key Relationships Internal: Property Development Business Partner, Risk & Compliance Manager, Operations, Finance, People, IT, Store Teams External: Contractors, Landlords/Managing Agents, Suppliers Qualifications & Experience Experience in business administration, management, property management, hospitality or a related field. Previous experience in property management, maintenance, or facilities management, preferably within the hospitality or retail industry. Strong organisational skills with the ability to manage multiple tasks and priorities effectively in a fast-paced environment. Excellent communication skills, both verbal and written, with the ability to interact professionally with internal and external stakeholders. Experience with property management software, email management (Zendesk), training provided if required. Proficiency in Microsoft Office suite (e.g., Excel, Word, Outlook). Knowledge of property health & safety, statutory and regulatory requirements related to hospitality. Ability to work independently with minimal supervision, as well as collaboratively as part of a team. Flexibility to travel occasionally to property sites and attend meetings as required. Detail-oriented with a proactive approach to problem-solving and decision-making. Commitment to delivering exceptional customer service and maintaining high standards of professionalism. Personal Characteristics Be an ambassador for our values and what we stand for Passionate about training and coaching Desire to take on additional responsibility Cares about the product, team and customer satisfaction Friendly and approachable Flexible and willing to exceed expectations Treats others how they would want to be treated Open and honest Enthusiastic Willing to learn Reliable and committed Finally, you have oodles of gravitas to take others with you and help fulfil the company’s ambitions! Framework Flexibility and ability to travel to any store or offices.