Senior Facilities Co-Ordinator
Charlotte Tilbury
London, England, United Kingdom
4d ago

What the job does :

We are looking for a fantastic Senior Facilities Co-Ordinator to join our fabulous Team Tilbury! The Senior Facilities Co-Ordinator is responsible for the seamless day to day operational running of the Magic Office and providing advice or support to satellite locations where required.

Building and sustaining relationships both internally and externally, and budget management are fundamental to this role.

Responsibilities :

Magic Office Management

  • Being the first point of contact for all office related queries and ensuring timely and professional responses.
  • Day-to-day contact for the landlord and managing agent to ensure that service charge and lease conditions are met.
  • Working collaboratively with the Senior Facilities Manager in reviewing and budgeting for all building services contracts each year to achieve best price and service levels.
  • Budget

  • Liaise monthly with Finance to ensure that any spend is tracked in the correct month, including raising and monitoring PO’s and highlighting any positive or negative variances with commentary on each.
  • Work proactively to keep up to date with any business changes which could lead to additional cost or ad hoc projects and ensure that the Head of Facilities is kept up to date and pull together business cases as required.
  • Health & Safety

  • Maintain Health & Safety Tracker for the business alongside the Head of Facilities, highlighting any areas that require attention and possible spend to keep the business compliant.
  • Ensure that the business is aware of the processes to follow and people to call on in cases of anything health and safety related.
  • Help new staff with DSE assessments making sure they are returned and signed, training managers where needed to be able to complete their own assessments and the relevant departments are notified of any concerns that may arise.
  • Ensure all required legislation is displayed, for example H&S Act, Employees Liability, Fire / Emergency plan both within the office and on the intranet, and if required, link in with Retail Operatives to ensure this is mirrored in the retail estate.
  • Manage input and updates of the risk register, workplace risk assessment and delivery of any outputs as a result of changes.
  • Suppliers

  • Exceptional supplier management skills!
  • Ordering supplies for the cleaning contractors and be their point of contact so that all KPIs and SLAs are met on time.
  • Ensure that budgets are adhered to and standards are met for all suppliers.
  • Social

  • Budget and organising of any office related events
  • Integral member of the team that budgets, creates and organises the Summer and Xmas Parties for the business
  • Taking over Reception at certain times due to absence
  • Any ad hoc projects that the Head of Facilities or Senior Management may request
  • Other

  • Taking over Reception at certain times due to absence
  • Any ad hoc projects that the Head of Facilities or Senior Management may request
  • The Team :

    You will report into the Senior Facilities Manager

    You will :

  • Have a minimum of 3 years within facilities management
  • Have experience of managing external partner contracts
  • WIFM training, qualifications, membership or the willingness to undertake these
  • Compulsory - you must have either an IOSH or NEBOSH qualification
  • Be a central point of contact for the Magic Office thus being friendly, approachable, helpful and professional always
  • Excellent communications, written and verbal
  • Must possess the ability to multitask
  • Great problem-solving skills and an ability to take decisions under pressure
  • Being confident when dealing with all levels in the business, including founder and senior leadership
  • Benefits

    Culture of the Team :

    We win together as a team, supporting and developing each other through our careers. We embrace the challenge and work in an incredibly fast paced environment with high expectations set by the business, shaking it up with our creative lead, Charlotte Tilbury as we revolutionise the beauty industry.

    We love what we do, and we support each other while we share the magic with the world.


  • Dog friendly office
  • Generous staff discount to use on all products
  • Access to Tilbury Treats our very own rewards platform allowing you to save money and gain money can’t buy’ discounts on anything from gym memberships to cinema tickets
  • Other fabulous benefits such as life assurance, birthdays off work, team sales incentives and many more
  • Our Mission



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