Facilities Coordinator

Facilities Coordinator

[Fidenza Village]

Role Purpose

The Facilities Coordinator provides organised, accurate and responsive coordination across the Real Estate department, acting as the operational bridge between Facilities and Retail Development. Reporting to the Senior Facilities Manager, the role supports day-to-day facilities activity, retail development projects, asset information, sustainability reporting, brand and contractor coordination, and the administrative processes required by internal stakeholders and external authorities.

The role is offered on a permanent, full-time contract. This offer is available also for candidates belonging to protected categories as in line with law 68/99, article 18.

Salary Range: 30.000€-36.600€ gross per annum

Key Accountabilities

Facilities & Asset Management Coordination

- Log, prioritise and track planned and reactive maintenance requests, coordinating schedules, access and communication to minimise operational and guest impact.

- Keep colleagues informed of progress, service disruption and access requirements, escalating unresolved issues, risks and recurring defects appropriately.

- Support asset-management activity by maintaining accurate condition, maintenance and lifecycle information and providing data for upgrade and capital-planning decisions.

- Provide shared coverage across Village opening days and hours, including weekend and public-holiday shifts where required, to support continuity of essential services.

Retail Development, Brand & Project Coordination

- Support new openings, re-merchandising projects and boutique refits by tracking project milestones, dependencies, outstanding actions and completion dates, providing clear and regular progress updates , gathering feedback and approvals from Facilities, Legal and other relevant stakeholders..

- Coordinate and archive completion documentation, including O&M Manuals, Statutory Certificates and As-Built information, ensuring records are complete and accessible.

Contractor, Consultant & External Authority Coordination

- Support the coordination of contractor attendance, access, induction and documentation, ensuring suppliers understand Village standards, site constraints and required ways of working.

- Coordinate the receipt, completeness checks and approval workflow for contractor and consultant documentation across all projects.

- Support the follow-up of permits, warranties and all statutory certificates and other approvals requested by Value Retail or external authorities.

- Act as a reliable coordination point between internal teams, brands, contractors, consultants, utility providers and public bodies, tracking appointments, submissions, responses and actions.

Sustainability, Compliance & Continuous Improvement

- As Village Champion for Planon, support sustainability programmes and reporting by collecting, validating and monitoring environmental and ESG data, highlighting gaps and exceptions requiring action.

- Support local and Central Real Estate initiatives, coordinating information and required actions across Facilities, Retail Development and brands.

Department Administration, Purchase Orders & Asset Information

- Maintain accurate work orders, asset records, maintenance instructions and supporting documentation in Planon and all relevant folders.

- Manage the purchase-order process for Facilities and Retail Development, including invoice matching and reconciliation.

- Maintain area records, departmental trackers, shop-fit dates and key project data, and produce regular management reports.

- Identify opportunities to simplify administration, strengthen data quality and improve coordination, reporting and work-order discipline.

Success Measures

- Facilities and Retail Development requests and actions are addressed accurately and on time.

- Maintenance activity and retail development projects are coordinated with clear ownership, communication and minimal avoidable delay or disruption.

- Asset, area, contractor, brand and project documentation is complete, current and accessible.

- Contractors, consultants and external authorities receive timely information and follow-up, with approvals and statutory requirements properly tracked.

- Sustainability, compliance and management reporting is supported by reliable data and clear escalation of gaps, risks and overdue actions.

- Internal stakeholders experience a responsive, organised and professional coordination service.

Skills & Competencies

SKILLS

Coordination and organisation: Strong planning, prioritisation and follow-through across multiple workstreams, stakeholders and deadlines.

Facilities and project administration: Experience supporting operational services, property, construction, fit-out or real-estate projects in a busy environment.

Financial administration: Ability to manage purchase orders, invoice reconciliation accurately.

Systems and reporting: Confidence using Planon or equivalent systems, MS Project, Word and Excel to maintain records, trackers and reports.

Document and compliance control: Ability to coordinate technical, contractor and statutory documentation with strong attention to detail.

Stakeholder communication: Confidence working with brands, contractors, consultants, public bodies and cross-functional internal teams.

Data and improvement mindset: Ability to identify gaps, recurring issues and opportunities to simplify processes and strengthen data quality.

Relevant experience: At least 12–24 months’ experience in facilities, retail development, construction administration or real estate, ideally in retail, commercial or luxury hospitality.

Languages: Fluent written and spoken English and fluency in the local Village language.

COMPETENCIES

• Bold Restlessness: Question what exists, pursue what is better, act on the gap

• Execution Discipline: Precision, follow-through and a relentless instinct to simplify

• Authentic Resilience: Composure under pressure, self-awareness, trust built through consistency

• Guest Obsession: Luxury-grade instinct for anticipating and elevating every interaction

Learning & Growth

This role requires a commitment to continuous professional development. Every employee receives an annual Learning & Development goal and is expected to actively build new skills, share knowledge and adapt to evolving ways of working.