Destination Services & Community Coordinator

Destination Services & Community Coordinator

A full-time role based at Borough Yards on 2-years fixed term contract to provide dedicated operational, administrative, and community support to both Destination Services Manager and the part-time Community Manager. The Destination Services & Community Coordinator plays a vital dual role in ensuring the smooth, safe, and efficient day-to-day running of the estate while actively supporting placemaking, tenant engagement, commercialisation, and event activation across Borough Yards ensuring continuity of support for community initiatives when the Community Manager is off-site. The role is expected to work 37.5 hours a week, Monday to Friday, with weekend work as required.

Job Description

The Destination Services & Community Coordinator plays a key operational and community support role at Borough Yards, ensuring the smooth, safe, and welcoming day-to-day running of the estate. Reporting primarily to the Destination Services Manager, the role assists with core service delivery, contractor management, site maintenance, administrative coordination, and Health & Safety compliance.

Simultaneously, the role provides dedicated operational support to the part-time Community Manager, assisting with tenant engagement, practical event setup and planning, commercialisation activations, and seasonal campaigns (such as the Borough Yards Christmas lights installation). The post holder ensures seamless continuity of community support and occupier liaison across the estate on days when the Community Manager is off-site.

Key Responsibilities

Facilities & Operational Support

• Estate Operations: Assist the Destination Services Manager with daily site inspections, building maintenance monitoring, security protocol checks, and site safety compliance.
• Contractor Management: Act as an on-site point of contact for external service providers (cleaning, maintenance, security, waste management, and specialist contractors). Oversee contractor access, RAMS, permits to work, and site inductions.
• Health & Safety Compliance: Assist in maintaining Health & Safety documentation, incident logs, compliance records, and risk assessment tracking to ensure a safe environment for visitors, staff, and tenants.
• Seasonal and Project Delivery: Support the operational setup and execution of estate projects, including seasonal installations (e.g., Borough Yards Christmas lights) and routine maintenance schedules.
• Fire Warden and First Aid: Undertake Fire Warden and First Aid duties as required on site.

Community, Placemaking and Commercialisation Support

• On-Site Community Continuity: Serve as the main on-site administrative liaison for community and commercialisation activities on days when the Community Manager is off-site.
• App Administration and Communications: Provide administrative support for the Borough Yards app (covering both tenant-facing communications and public-facing content), including content updates, user onboarding, digital notices, and engagement tracking.
• Event and Activation Coordination: Assist with the practical logistics, planning, risk assessments, setup, on-site supervision, and teardown for pop-ups, brand activations, seasonal campaigns, and tenant events.
• Occupier Communications: Help compile and distribute regular occupier communications, tenant newsletters, operational notices, and event announcements.
• Commercialisation and Data Tracking: Track and maintain administrative records for commercialisation income, pop-up schedules, brand activations, footfall data, and event performance metrics.
• Tenant Forums & Meetings: Support the preparation, scheduling, and logistics for tenant forums, occupier meetings, and community updates.

Tenant Liaison & Retailer Support

• Day-to-Day Engagement: Build strong working relationships with on-site occupiers, acting as a responsive point of contact for daily queries, delivery logistics, waste management, and operational issues.
• Issue Escalation: Promptly log, track, and escalate tenant concerns, lease queries, or operational risks to the Destination Services Manager or Community Manager as appropriate.
• Occupancy & Records Management: Maintain accurate tenant contact lists, emergency contact databases, occupier handbooks, and lease/unit records.

Financial & General Administration

• Financial Processing: Raise purchase orders (POs), process invoices, log service charge expenses, and support financial year-end reconciliations.
• Administrative Support: Maintain Centre Management documentation, manage digital files, draft routine correspondence, and order office supplies/stationery as required.
• Regional Liaison: Collaborate with the wider Colliers Regional Facilities Management and Property Management teams when necessary.
• Ad-Hoc Duties: Perform other related operational and administrative duties and responsibilities as assigned by the Destination Services Manager or Community Manager to meet operational requirements.