Background
Cluttons is one of the UK's leading property consultancies, delivering specialist real estate services across commercial, residential, investment and infrastructure sectors. With a heritage spanning more than 250 years and operations across the UK, the Middle East and South Africa, Cluttons manages a diverse portfolio of commercial properties on behalf of investors, landlords and occupiers.
As part of the continued growth of its Commercial Management division, Cluttons appointed Maxwell Stephens to recruit a Facilities Coordinator to support the management of a high-profile commercial property portfolio across London.
The Challenge
The Facilities Coordinator would play a vital role within Cluttons' Commercial Management team, supporting the Regional Facilities Manager while taking direct responsibility for the day-to-day management of several commercial properties.
The successful candidate needed to combine excellent organisational skills with strong technical knowledge, commercial awareness and a customer-focused approach to ensure consistently high standards of service delivery.
Key responsibilities included:
- Managing the day-to-day facilities operations across a portfolio of commercial properties.
- Acting as the primary point of contact for tenants and occupiers.
- Managing service charge budgets and monitoring expenditure.
- Assisting with year-end service charge reconciliations in accordance with RICS guidelines.
- Carrying out regular building inspections and property audits.
- Managing contractors and monitoring supplier performance.
- Ensuring Health & Safety and statutory compliance across all sites.
- Supporting procurement exercises and contract tendering.
- Processing supplier invoices and maintaining accurate financial records.
- Producing reports, maintaining property databases and supporting operational administration.
Cluttons required an individual who could work confidently within a fast-paced property management environment while building strong relationships with both clients and tenants.
Our Approach
Working closely with Cluttons, Maxwell Stephens developed a detailed understanding of the organisation's culture, service standards and the technical requirements of the role.
Using our specialist Facilities Management network, we targeted professionals with experience across commercial property management, managing agent environments and multi-tenanted office buildings.
Our search focused on candidates who demonstrated:
- Commercial Facilities Management experience.
- Strong customer service and stakeholder management skills.
- Knowledge of service charge budgets and financial administration.
- Health & Safety awareness, ideally supported by IOSH qualifications.
- Experience managing contractors and supplier relationships.
- Excellent organisational and administrative capability.
- Strong communication and problem-solving skills.
- A proactive, collaborative approach to workplace and property management.
Each shortlisted candidate underwent a detailed assessment to ensure both technical capability and cultural fit.
The Outcome
Maxwell Stephens successfully appointed an experienced Facilities Coordinator who quickly became an integral member of Cluttonts' Commercial Management team.
The successful candidate brought a strong understanding of commercial property management, excellent organisational skills and a proactive approach to tenant engagement and operational delivery.
Their expertise enabled them to make an immediate positive impact across the managed portfolio.
Results Delivered
Operational Efficiency
Improved coordination of day-to-day facilities operations across multiple commercial properties, ensuring consistently high service standards.
Tenant Satisfaction
Strong communication and relationship management enhanced the experience of tenants and occupiers, helping resolve issues quickly and professionally.
Compliance & Risk Management
Regular inspections and proactive management ensured buildings remained fully compliant with Health & Safety legislation and industry best practice.
Financial Control
Effective management of service charge budgets, supplier invoices and contractor expenditure supported accurate financial reporting and cost control.
Contractor Management
Improved oversight of external contractors and service providers helped maintain building performance while delivering value for money.
The Impact
The successful appointment strengthened Cluttonts' Commercial Management team, providing experienced operational support across a diverse commercial property portfolio while enhancing service delivery, compliance and tenant satisfaction.
This assignment demonstrates Maxwell Stephens' expertise in recruiting Facilities Management professionals for managing agents, property consultancies and commercial real estate organisations where technical knowledge, customer service and operational excellence are essential.