Property Coordinator

About the role

The Property Coordinator will provide administrative and coordination support to the Asset & Acquisitions Manager, helping the Property team keep information organised and agreed activities moving. The role will focus on accurate records, routine reporting, information gathering and following up actions across Matalan’s property portfolio, with particular responsibility for the day-to-day coordination of ancillary-income arrangements and agreed new opportunities. 

This is a coordination role offering practical experience of commercial property. The manager will set priorities, provide training and review work at agreed points. Once trained, the role holder will complete routine tasks independently within established processes and seek guidance on unfamiliar matters. 

Scope and Decision Making 

The Asset & Acquisitions Manager retains responsibility for property strategy, analysis and recommendations, negotiations, adviser instructions and transaction delivery, including obtaining required approvals. The Property Coordinator will exchange routine information and follow up agreed actions, referring commercial proposals, legal questions and decisions to the manager. The role has no authority to agree terms, serve lease notices, instruct advisers, commit expenditure or sign agreements. Lease dates and legal or technical information must be supplied or verified by the manager or appointed advisers before use. 

Key Responsibilities

• Update property records, contact lists and document files using approved information, checking entries and flagging missing or inconsistent details. 
• Maintain the lease-event diary using dates supplied or verified by the manager or advisers. Issue agreed reminders and flag upcoming deadlines and overdue actions. 
• Collect and organise documents for lease renewals, regears, rent reviews, break options, sublettings and store closures, following the manager’s instructions. 
• Populate standard reports, appraisal and approval templates with supplied data and figures for the manager’s review, checking completeness and basic arithmetic. 
• Gather factual catchment, demographic, competitor and market information from agreed sources and present it in the requested format for review. 
• Request routine updates and documents from agents, surveyors, solicitors and landlords, and follow up outstanding responses within agreed guidance. 
• Collect information from Store Development, Retail Operations, Finance and other teams, keeping the manager informed of outstanding actions. 
• Arrange meetings and site visits, prepare papers, record actions and help maintain photographs and visit notes as requested.
• Collect and file documents requested for property checks and due diligence. Refer legal, planning and technical questions to the manager or appointed advisers. 
• Act as the day-to-day point of contact for Access Point and other ancillary-income operators. Maintain accurate records of existing arrangements and agreed new opportunities, coordinate implementation with Retail Operations and stores, monitor progress and income performance, resolve routine operational issues, and escalate commercial terms, legal matters and approval decisions to the Asset & Acquisitions Manager. 
• Maintain action trackers, provide brief progress updates and flag delays or issues that need the manager’s attention.

KPIs and Measures of Success 

• Performance will be assessed on the accuracy, timeliness and reliability of support. The manager will agree practical standards and deadlines for assigned work. 
• Property records and files updated accurately within agreed timescales, with missing information flagged promptly. 
• Lease-diary reminders and action follow-ups issued at agreed intervals using verified dates. 
• Routine reports, information packs and assigned tasks completed accurately and by agreed deadlines. 
• Meeting notes and action trackers kept clear, current and easy for the team to use. 
• Routine enquiries handled professionally, with unfamiliar questions, delays and concerns referred promptly. 
• Positive feedback from the manager and colleagues on organisation, communication and follow-through. 
• Ancillary-income arrangements and agreed new opportunities coordinated efficiently, with current records and performance information and operational issues resolved or escalated promptly. 

About You

• Good organisation and attention to detail, with the ability to follow instructions and keep track of deadlines. 
• Confidence handling written information and numbers accurately, including checking entries and simple calculations. 
• Familiarity with email, Word and Excel or similar tools, including updating spreadsheets; training on property systems will be provided. 
• Clear written and verbal communication, a professional manner and the confidence to ask questions and flag problems. 
• An interest in property, willingness to learn and a reliable, helpful approach to supporting a team. 

About Matalan

From humble beginnings to disruptive innovations in the retail industry, find out about how Matalan is ever-evolving  here.

We know as a team, we are stronger together – we champion equality for all and make lasting connections that go beyond work. We thrive off our inclusive culture, encouraging our colleagues to bring their true selves to work and contributing to collective creativity, open-mindedness and growth.

We want give every candidate the opportunity to perform at their best throughout the application and interview process and then ultimately in their role. If you require any adjustments during our recruitment process, please don’t hesitate to let us know.

In the event that a high volume of suitable applications are received, the post may close prior to the specified closing date. Please apply as soon as possible if interested. 

Benefits

In addition to competitive salaries, we also offer the below core benefits:

• 20% staff discount, which increases with length of service
• Thrive Recognition Scheme 
• Wellbeing support provided by the Retail Trust 
• Life Assurance 
• Retail Rewards platform offering discounts for other retailers 
• Pension Scheme 
• Access to a wide range of career development 
• Additional benefits may apply depending on your role and area of the business