Property Coordinator

About the roleThe Property Coordinator will provide administrative and coordination support to the Asset & Acquisitions Manager, helping the Property team keep information organised and agreed activities moving. The role will focus on accurate records, routine reporting, information gathering and following up actions across Matalan’s property portfolio, with particular responsibility for the day-to-day coordination of ancillary-income arrangements and agreed new opportunities. This is a coordination role offering practical experience of commercial property. The manager will set priorities, provide training and review work at agreed points. Once trained, the role holder will complete routine tasks independently within established processes and seek guidance on unfamiliar matters. Scope and Decision Making The Asset & Acquisitions Manager retains responsibility for property strategy, analysis and recommendations, negotiations, adviser instructions and transaction delivery, including obtaining required approvals. The Property Coordinator will exchange routine information and follow up agreed actions, referring commercial proposals, legal questions and decisions to the manager. The role has no authority to agree terms, serve lease notices, instruct advisers, commit expenditure or sign agreements. Lease dates and legal or technical information must be supplied or verified by the manager or appointed advisers before use. Key Responsibilities • Update property records, contact lists and document files using approved information, checking entries and flagging missing or inconsistent details. • Maintain the lease-event diary using dates supplied or verified by the manager or advisers. Issue agreed reminders and flag upcoming deadlines and overdue actions. • Collect and organise documents for lease renewals, regears, rent reviews, break options, sublettings and store closures, following the manager’s instructions. • Populate standard reports, appraisal and approval templates with supplied data and figures for the manager’s review, checking completeness and basic arithmetic. • Gather factual catchment, demographic, competitor and market information from agreed sources and present it in the requested format for review. • Request routine updates and documents from agents, surveyors, solicitors and landlords, and follow up outstanding responses within agreed guidance. • Collect information from Store Development, Retail Operations, Finance and other teams, keeping the manager informed of outstanding actions. • Arrange meetings and site visits, prepare papers, record actions and help maintain photographs and visit notes as requested. • Collect and file documents requested for property checks and due diligence. Refer legal, planning and technical questions to the manager or appointed advisers. • Act as the day-to-day point of contact for Access Point and other ancillary-income operators. Maintain accurate records of existing arrangements and agreed new opportunities, coordinate implementation with Retail Operations and stores, monitor progress and income performance, resolve routine operational issues, and escalate commercial terms, legal matters and approval decisions to the Asset & Acquisitions Manager. • Maintain action trackers, provide brief progress updates and flag delays or issues that need the manager’s attention. KPIs and Measures of Success • Performance will be assessed on the accuracy, timeliness and reliability of support. The manager will agree practical standards and deadlines for assigned work. • Property records and files updated accurately within agreed timescales, with missing information flagged promptly. • Lease-diary reminders and action follow-ups issued at agreed intervals using verified dates. • Routine reports, information packs and assigned tasks completed accurately and by agreed deadlines. • Meeting notes and action trackers kept clear, current and easy for the team to use. • Routine enquiries handled professionally, with unfamiliar questions, delays and concerns referred promptly. • Positive feedback from the manager and colleagues on organisation, communication and follow-through. • Ancillary-income arrangements and agreed new opportunities coordinated efficiently, with current records and performance information and operational issues resolved or escalated promptly. arrow_upward