Facilities & Maintenance Coordinator

ABOUT THE ROLE

The Facilities & Maintenance Coordinator’s main purpose is to build relationships with Store Managers by supporting a Region of Corporate and Franchised stores. They will assist with the Facilities & Maintenance Manager in the execution of all annual Corporate Initiates and maintenance schedules, including but not limited to Wash & Re-lamp, Paint, Exterior Signage Painting/Cleaning and Fixture Pre-books.

Duties and Responsibilities

• Accountability
  • Provide support to stores in each designated region with day to day requests.
  • Log, track and coordinate timely resolution of deficiencies noted at store level and ensure issues are clearly communicated to appropriate vendors as necessary.
  • Create, maintain, and update warehouse logs to ensure orders are received and shipped on project timeline.
  • Create Purchase Orders and send to Request for Approval queue in a timely fashion, free of errors and at the best price, in order to meet deadlines.
  • Initiate contracts for Corporate Stores, as required, and forward to Legal/Administration for approval and signature (waste management, HVAC, window/floor cleaning etc.) and issue purchase orders as required for these contracts.
  • Issue Purchase Orders for all ownership transfers for utility, HVAC, waste and all corporate accounts.
• Communication
  • Transfer contracts as required to and from Franchisees as required in Corporate Store cases.
  • Provide support to stores in each designated region with day-to-day requests etc.
  • Communicate within department and business as needed to ensure timing, accuracy, and smooth processing of information and orders.
  • Conduct weekly Zoom/Teams meetings with Operations (Regional Managers, District Managers and Store Managers) to offer customer service and build relationships.
• Compliance
  • The ability to ensure an action meets the requirements of accepted practices, legislation, prescribed rules and regulations, specified standards, or the terms of a contract.
• Customer Focus
  • The ability to successfully serve internal and/or external client’s needs.
  • The ability to focus on task at hand and offer stores and Store Managers support to completion of task.
• Detail Orientation
  • The ability to produce work that is free from errors such as: spelling, grammar, data entry, incorrect content, etc.
  • The ability to get to the root-cause of an issue by observing all data and photos provided through the Store Development Helpdesk.
• Job knowledge
  • Basic construction knowledge is a must. Required be able to get to the root-cause of problem by diagnosing various disciplines of basic construction knowledge.
  • Ability to learn on the fly is required as there are various types of fixtures and equipment in each store.
  • Manage, review and approve contracts for Franchisees, as requested (including HVAC or Cooler Maintenance).
• Negotiation
  • The ability to bargain with Landlords and their sub-trades to reach an agreement that is mutually beneficial.
  • The ability to work with sub-trades to negotiate prices that fall in line with the expectation of the business.
  • The ability to off-set high quotes with relationships built with National vendors and use that as leverage.
• Partnership
  • The ability to build and maintain relationships or networks of contacts who are, or may be, influential in establishing competitive advantage and achieving business objectives.
• Problem Solving
  • Investigate and recommend any process improvement to Manager, Facilities & Maintenance. 
  • The ability to work through the details of a problem in order to reach and implement an effective solution within a timely manner.  An effective problem solver will resolve issues with permanent solutions.  They may use temporary solutions to ensure immediate damage control but will always work towards and implement a more permanent solution.
  • Day-to-day management and resolution of issues that arise in a timely manner.
  • Ensure that issues with internal and external customers are resolved in accordance with Company Operating Policies and Procedures.
• Process Improvement
  • The ability to continuously improve upon quality, service, productivity, and/or response time, by assessing the effectiveness of existing processes and procedures within their department, identifying opportunities for improvement, removing non-value-added activities, reducing costs and/or reducing time required to deliver through incremental enhancements.
• Project /Task Management
  • Tender quotes from various vendors as required to resolve outstanding tasks, generated through the Store Development HelpDesk.
  • Assist Finance with outstanding PO issues as they arise for month end and year end.
  • The ability to manage multiple sub-trades in order to fix a repair at store level which may include the coordination ordering fixtures and equipment to store in line with sub-trades timing.
  • Send out Cost Acknowledgments to stores for approval and issue Purchase Orders to Vendors once Approved as required.
  • Initiate contracts for corporate stores as required and forward to legal for approval and signature (Waste Mgmt., HVAC, Window/Floor Cleaning etc.).
  • Transfer Utilities contracts as required from Franchised stores to Corporate Store on change of ownership.
  • Review outstanding items in Store Deficiency database, update progress and assist Store Manages to ensure tasks are completed.
  • Resourceful, attentive with details and maintains accurate records.
  • Assist the Facilities & Maintenance Manager in the preparation and submission of the department budget.
  • Provide the Manager, Facilities & Maintenance with consistent status reports for all outstanding issues.
  • Constantly update sub-trade list.
  • Maintain and monitor sub-trade list, provide weekly additional counts as part of weekly reporting to VP, Store Development.
• Push for Results
  • The ability to achieve goals within a specified timeframe, through the effective use of existing resources and personal ingenuity.
  • Work with co-workers and 3^rd parties to ensure all orders are correct, on time and on budget.
  • The ability to pick up the phone and have vendors hear a sense of urgency in your voice, is a must for this role.

• Quality
  • Ensure all documents, reports, invoices, PO’s and communications are accurate, documented, logged, print ready and executed on time.
  • The ability to deliver work, product or services that is free from defects and/or deficiencies.   This is achieved through strict and consistent commitment to certain standards that achieve uniformity of a product in order to satisfy specific customer or user requirements.
• Teamwork
  • The ability to work collaboratively with a group of people in order to achieve a goal.
• Promotes and works to maintain workplace wellness, health and safety, through active compliance with all workplace health and safety policies and procedures.
• Any other duties as required.