Facilities Administration Coordinator

Something Extraordinary Every Day™
We are looking for a highly organised and detail‑focused Facilities Administration Coordinator to support the Facilities team at Bicester Village. This role is key to the successful implementation and ongoing management of our CAFM system (Plan On), ensuring accurate data, strong compliance and efficient coordination of facilities operations, while supporting our wider sustainability and ESG ambitions.

About the role
As Facilities Administration Coordinator, you will play a central role in managing the CAFM system, coordinating work requests and maintaining critical facilities data, documentation and reporting to support operational efficiency and compliance.

• Manage the CAFM system (Plan On), ensuring all work orders, requests and system data are accurately logged and maintained
• Coordinate and monitor facilities work requests, ensuring timely updates and resolution across departments
• Act as a super user for Plan On, supporting users across the business with training and guidance
• Maintain and control facilities documentation, ensuring compliance with legal, audit and internal standards
• Support contractor management, including permits to work and compliance documentation
• Produce and analyse facilities, energy and waste data to support reporting and ESG targets
• Support financial processes including purchase orders, budget tracking and monthly accruals
• Collaborate across departments to drive continuous improvement and ensure effective service delivery

Role requirements
• Experience in facilities administration, CAFM systems or a similar operational support role
• Strong working knowledge of Microsoft Office and confidence using systems and data tools
• Excellent attention to detail, with the ability to manage data, reports and documentation accurately
• Strong organisational skills, with the ability to manage multiple tasks and priorities
• Good understanding of compliance, health & safety or contractor management processes (desirable)
• Strong communication and stakeholder management skills
• Proactive, solution‑focused approach with a continuous improvement mindset
• Experience within retail, hospitality or a fast‑paced commercial environment is advantageous