Retail Facilities & Site Operations Coordinator

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RETAIL FACILITIES & SITE OPERATIONS COORDINATOR

Glassworks London is an independent fashion retailer with five UK stores, ecommerce operations and a London warehouse / office. We are looking for a practical, highly organised person to keep our physical sites well maintained, operational and ready to trade.

THE ROLE

The Retail Facilities & Site Operations Coordinator keeps Glassworks' stores, warehouse and office physically ready to operate. Reporting into the Head of Business Operations, this is a hands-on multi-site role for someone who enjoys solving practical problems: identifying repairs and maintenance issues, coordinating contractors and suppliers, following actions through to completion, carrying out site checks, supporting equipment and IT readiness, and ensuring stores have safe, functional and well-maintained environments.

The role is comparable in level to an experienced retail Store Manager, but with its emphasis on facilities, site operations and practical problem-solving rather than sales and team trading. You will visit Glassworks sites regularly, identify and document physical issues, obtain quotes, book and chase contractors, coordinate access, check completed work, maintain clear action records and ensure problems are actually closed.

You will also support physical projects such as store refreshes, openings, site works and equipment rollouts against approved briefs, budgets and plans. You are not expected to be a property professional, construction manager or corporate Facilities Manager.

Store Managers remain responsible for reasonable first-line site upkeep and simple issues within their capability. This role takes ownership where an issue requires contractor support, landlord involvement, technical assistance, significant follow-through or cross-site coordination.

WORKING PATTERN / LOCATION

London-based, on-site and mobile across Glassworks stores, warehouse and office.

Regular travel across London sites is required, with occasional travel to Brighton and other UK locations where needed.

Occasional early starts, later finishes or weekend attendance may be required for contractor access, store works, openings or urgent site issues, with working time adjusted appropriately.

KEY RESPONSIBILITIES

• Coordinate repairs, maintenance and facilities issues across stores, warehouse and office.
• Maintain a clear facilities action list showing issue, site, owner / contractor, next action, deadline and completion evidence.
• Obtain quotes, source appropriate contractors and suppliers, book works and follow through until completion.
• Liaise with landlords or managing agents on practical site issues where required.
• Carry out regular physical site checks covering maintenance, lighting, equipment, staff areas, storage, cleanliness and basic site readiness.
• Photograph and document issues and completed works so there is reliable evidence of site condition and closure.
• Coordinate contractor and supplier access to stores and other sites.
• Inspect completed work, identify snagging and ensure outstanding items are corrected.
• Support physical projects such as store refreshes, openings, relocations, closures, equipment changes and site improvements against an approved brief and plan.
• Coordinate practical installation and rollout activity involving tradespeople, suppliers, VM, designers or other specialists.
• Coordinate UK physical IT and equipment issues including POS hardware, printers, scanners, laptops, connectivity equipment and external IT-support visits.
• Maintain appropriate company-device and equipment records, including issuing, recovery, repair and replacement.
• Support physical implementation of released operating standards and practical site procedures.
• Escalate urgent issues affecting trade, safety, security, equipment or site operation promptly.
• Provide concise status reporting on open facilities issues, overdue actions, contractor works and site risks, including clear escalation where an issue is blocked, materially overdue or requires a decision outside the role’s authority.

JOB REQUIREMENTS

We are particularly interested in candidates from Store Manager, Assistant Store Manager, retail operations, facilities coordination, visual / operations or multi-site retail support backgrounds who are practical, organised and confident managing physical site issues.

You should have experience of several of the following:

• identifying and resolving practical store / workplace issues;
• coordinating repairs and maintenance;
• dealing with contractors, suppliers and quotes;
• carrying out store, workplace or site inspections;
• following actions through to completion;
• supporting store openings, refits, moves, rollouts or physical site changes;
• working across multiple locations;
• handling POS, printers, scanners, laptops or other workplace equipment;
• coordinating external IT or technical support;
• keeping clear action records and written updates.

You do not need to have been a corporate Facilities Manager, property professional or construction-project manager.

You should be practical, highly organised, confident chasing suppliers, comfortable visiting sites and inspecting issues personally, clear in written communication and determined to close actions rather than simply report them.

WHAT SUCCESS LOOKS LIKE

Strong performance will be visible when:

• store and site issues are identified early;
• repairs are booked and completed promptly;
• contractors are chased without Founder involvement;
• open issues have clear owners, deadlines and next actions;
• completed work is checked and evidenced;
• recurring physical problems do not disappear into Slack or informal conversations;
• stores, warehouse and office remain operational and well maintained;
• equipment failures are resolved quickly;
• external IT support is coordinated effectively;
• physical projects and rollouts are practically well organised;
• Store Managers know when they own an issue and when to escape it;
• the Head of Business Operations has reliable visibility of physical-site risks, outstanding actions, blocked items and completed work.

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