Facilities & Maintenance Coordinator in Aurora

Job Purpose

The Facilities & Maintenance Coordinator is responsible for the maintenance and repairs of both Corporate and Franchised stores in their assigned region by building relationships with Store Managers, Franchisees and third-party vendors/contractors to facilitate case completion. They will assist in the execution of all annual maintenance schedules, including but not limited to Wash & Re-lamp, Paint, Exterior Signage Painting/Cleaning and Fixture Pre-books.

Duties and Responsibilities

• Manage tasks/cases through effective use of established tools, controls, daily monitoring, timely problem resolution, and communication.
• Manage high-volume of multiple cases across the business, simultaneously, and work with your direct reports to resolve cases in order of urgency/priority.
• Identify priority cases that require immediate sense of urgency and manage issues using the appropriate communication method, depending on the nature of the issue (i.e. high-urgency cases communicated by phone with email follow-up).
• Investigate to get to the root cause of an issue by observing all data and photos provided through the Facilities & Maintenance queue, and request additional information, as needed.
• Identify service gaps with vendors and elevate issues as required.
• Source, evaluate, and negotiate multiple competitive vendor quotes for all repairs to ensure optimal pricing, quality, and service levels acceptable to business expectations and update the sub-trade list by store.
• Tender all annual maintenance programs including but not limited to, Wash & Re-lamp, Paint, Exterior Sign Backer Cleaning/Painting for the preparation of the annual department budget.
• Log all cases as they are received for your assigned region and respond to all requests using the appropriate communication method, depending on the nature of the issue (i.e. high-urgency cases communicated by phone with email follow-up).
• Identify aged and priority cases and work towards timely completion, request assistance, as required.
• Investigate to get to the root cause of an issue by observing all data and photos provided through the Facilities & Maintenance queue, and request additional information, as needed.
• Manage high-volume of multiple cases across your assigned region, simultaneously, and resolve cases in order of urgency/priority.
• Consistently audit the Facilities & Maintenance Log to ensure that deficiencies/tasks are logged properly, photos are saved to Case ID and that issues are clearly communicated to appropriate vendors, as necessary.
• Build and maintain strong relationships with your client group, internal stakeholders, external vendors/contractors by providing regular and proactive communication to ensure each case is supported at every stage of the repair/maintenance process.
• Manage multiple sub-trades to fix a repair at store level which may include the coordination of ordering fixtures and equipment to stores in line with sub-trades timing.
• Source, evaluate, and negotiate multiple competitive vendor quotes for all repairs to ensure optimal pricing, quality, and service levels acceptable to business expectations.
• Regularly source and update the sub-trade list by store.
• Create Request for Approval in SoftCo in accordance with both department and Company processes.
• For Franchised store locations, send Cost Acknowledgments for approval prior to creating the Request for Approval in SoftCo, as required.
• Provide updates of any changes to the calendared dates to pertaining to any maintenance schedules, including but not limited to Wash & Re-lamps, Interior Paint, Exterior Sign Backers and Rollouts.
• Submit surveys to stores through portal as required by the business.
• Gather the tender for all store maintenance, including but not limited to, Wash & Re-lamp, Paint, Exterior Sign Backer Cleaning/Painting for budget on an annual basis, for submission to VP, Store Development.
• Assist the in the preparation and submission of the department budget as it relates to annual maintenance schedules.
• Engage manager when cases are not progressing for any reason, including if vendors are not responding, following through or fail to meet Company expectations.
• Provide updates in weekly team meetings with Store Operations (Regional Directors/Managers, District Managers and Store Managers) to review outstanding scope of pending and/or critical cases.
• Assist Finance with outstanding PO issues as they arise for month end and year end.
• Assist the Administrative Coordinator, to update logs of equipment at store level, to include equipment details (make, model, serial number) for each store in your assigned region.
• Provide consistent status reports for all outstanding issues and actively participate during F&M meetings.
• Provide after-hour coverage (evening and weekends), on a rotational basis, of the Facilities & Maintenance queue for all stores.
• Any other duties, as required by the business.

Qualifications, Experience & Knowledge

• Post- Secondary Education in Administration.
• Post- Secondary Education in Project Management, Construction and/or Facilities and Maintenance.
• 1-3 years’ experience coordinating facility and maintenance projects in a retail environment.
• 1-3 years’ experience sourcing and managing vendors with a strong focus on price negotiation.
• 1-3 years’ experience working in a fast paced, deadline driven environment.
• 1-3 years’ experience working with simultaneous tasks/cases.
• Ability to organize workflow, multi-task at high levels, and manage changing priorities within specified timelines.
• Basic working knowledge of accounting principles and experience with purchase orders and invoicing.
• Excellent communication skills (both oral and written).
• Fluent in Microsoft Office Suite.
• Resourceful, attentive to detail and accurate record maintenance.

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