Facilities Coordinator - Data & System ¦ Fidenza Village ¦ Permanent Full Time ContractSomething Extraordinary Every DayThe role reports into the local Senior Facilities Manager and is based in Fidenza Village.It is offered on a permanent, full-time contract.The Facilities Coordinator – Data & System’s main focus will be to work with the asset management team on Planon, a system configured to include key asset data (outside spaces, buildings and equipment) like the asset register, Operations & Maintenance manuals, Planned Preventative Maintenance instructions and Facilities Management processes, policies and sustainability data.This offer is available also for candidates belonging to protected categories as in line with law 68/99, article 18.What you will be doingFacilities Management OperationsSupported by the local team, store new/changed asset data in Planon and the Information Management System, ensuring the data is complete and accurateAnalyse/report on reactive and planned maintenance data, including creating new Facilities Management reports as required to analyse performance.Liaise with the Planon system owner in raising potential improvements to the systemProvide support to the whole team to ensure appropriate coverage throughout the centre’s opening days and hours, including sharing weekend and holiday shifts with fellow team members, to coordinate and deliver essential services required for the smooth operation of the Village, such as security, cleaning, and other fundamental activities.Create and update contractor records in PlanonTroubleshoot Planon issues raised by end users, liaising with IT and the central Planon team as appropriate.PeopleCommunicate effectively and develop positive relationships with key stakeholders, including contracted teams or external suppliers.Constructively engage all stakeholders – VR employees, maintenance services suppliersSeek out opportunities for professional developmentContinuous ImprovementProduce metrics and reports for the Facilities Management team which provide operational insight and areas of focus for continuous improvementPromote the use of the Planon system within Facilities Management and to Facilities Management’s customers within the VillageHighlight, identify, assess and resolve problems to mitigate risksContribute to strategic Facilities Management operational planningFinanceSupport Facilities Management with protecting assets, by maintaining Planned Preventative Maintenance information, information relating to asset condition surveys and the asset register in PlanonAssist in reporting that supports asset life cycle planningContribute to the development of the Village’s long-term capital programme, through data held in PlanonCorporate governance, Health & Safety and Environment, Social and Governance (ESG)Evaluate the performance of Planned Preventative Maintenances and work orders relating to H&S and ESGAssist with the regular review of the department’s risk assessments and method statementsEnsure all legal requirements and documents are up to date in Planon and highlight any issuesReport on agreed compliance standardsMonitor and report on sustainability metrics including performance against targetsPromote H&S through system development and management of contractorsAdopt a ‘Four Pillars’ approach ensuring coordinated delivery of servicesDrive 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 mannerAbout youWe are looking for an individual who can display the following experience and skills:At least 12-24 month’s experience in a facilities management/real estate environmentHolds an accredited Health and Safety certificationGood knowledge of assets (buildings/equipment) typical of a retail environmentExperience of working in the luxury hospitality, commercial or retail environmentExperience of operating/maintaining Planon or similar Facilities Management systemAppreciation of safe systems of work/control measuresStrong attention to detailsExcellent interpersonal skillsProactive, with the ability to set own work agendaFluent in English, both written and spoken, and in local Village languageThere’s no one quite like usThe Bicester Collection are the worlds’ leading luxury shopping destinations, and we are committed to creating magical and memorable experiences for our guests. Taking the name of the founding Village, The Bicester Collection distinguishes the 12 Villages in Europe, China and United States as one collection of destinations for our guests, our brand partners, our travel and tourism partners, our corporate and financial media, and our internal teams.Our Vision is to be the best shopping destination in the world.Our Mission is to make the lives of others better including our brands, our guests, our people and our communities.Our Brand Promise is to offer something extraordinary every day.Our Five Values are the glue that bind us together and allows us to lead ahead:Authenticity - Always do the right thingInnovation - Think outside of the boxPassion - Do what you love and love what you do!Critical Thinking - Challenge the obviousVision - Be mission driven alwaysWhy we’re exceptionalThe key to our success is the quality and commitment of our people. In return for your hard work and commitment to our values, you’ll receive a generous salary and we’ll also reward you through our Feel Good Programme which offers the following benefits:Lifestyle - Our Lifestyle benefits include life assurance, leisure travel insurance, a discounted shopping portal, discounts across our Villages and a referral bonus.Physical - Our Physical health benefits include private medical cover and flu vaccinations.Mental – Our Mental health benefits include support from trained mental health 'first aiders' from across the business, and free access to Headspace.Social - Our social programme is designed to help us connect and, most importantly, have fun! Benefits include summer parties, outdoor team activities, time away from the office to enjoy special occasions such as birthdays, getting married, moving house and, of course, taking a well-deserved break.Come and live your story with usAt The Bicester Collection, we are focused on attracting and retaining the best talent. We believe in fostering an open culture, which supports our people to thrive and creates a sense of belonging. Working at the Bicester Collection means entering an inclusive space where all perspectives are valued, ideas are shared freely, and creativity is encouraged.
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