Facilities Maintenance Coordinator

at  Freshco Retail Maintenance

ARE YOU AN EXPERIENCED AND HIGHLY MOTIVATED FACILITIES MAINTENANCE COORDINATOR LOOKING FOR AN INCREDIBLE NEW EXPERIENCE? OR ARE YOU A FUN, SMART, ORGANIZED TEAM PLAYER WITH COORDINATING AND OFFICE EXPERIENCE? IF YES, KEEP ON READING…

Freshco and our amazing Founder & CEO, Mandy Rennehan, are “redefining the collar blue” and changing the answer to the question: “What do you want to be when you grow up?”
The Facilities Management (FM) industry is extremely proprietary with many options for personal and professional growth opportunities, enabling the Freshco team the opportunity to be role models and pioneers to other people wanting a different career.
Respecting our trades people every day as partners and professionals in their fields, and building lasting relationships built on mutual respect, is paramount for this position and for Freshco.
Job Summary: Freshco’s Canadian Facilities Maintenance Coordinator is responsible for servicing multi-site retail clients across Canada. From start to finish, Facilities Coordinators process work order requests received by our clients, and follow them through to completion into the billing process. Furthermore, the Coordinator negotiates rates and develops meaningful relationships with the technicians and monitors their performance.
Professionally respect Freshco with clients, including store managers, corporate facilities managers, technicians, and all other external stakeholders as directed.

EDUCATION AND OTHER SKILLS:

• Minimum of 4 years experience in a multi-site facilities maintenance environment preferred, or 3+ years of experience in customer service or administrative support
• Exceptional computer skills: MS Office (Word, Excel, PowerPoint, Access)
• Experience using QuickBase, Service Channel and other work order platforms
• Bi-lingual language skills is an asset
• Exceptional communication and interpersonal skills required
• Willingness and ability to learn to meet the changing requirements of the position
• Ability to work effectively and independently from a local Freshco office or remotely

RESPONSIBILITIES OF THIS POSITION INCLUDE BUT ARE NOT LIMITED TO THE FOLLOWING:

• Work orders in Freshco’s work order management system (QuickBase)
• Log all maintenance requests
• Maintains/updates detailed notes, follow up dates, technician information, financial summary tab on all work orders
• Update client platforms
• Schedule and complete work orders within the clients’ Service Level Agreements (SLA)
• Dispatch appropriate technicians to complete maintenance requests
• Ensure technician meets all Freshco and client requirements
• Negotiate with technicians
• Build and develop a respectful relationship between you and the technician
• End of day reports and work order escalations
• Designated margins are achieved
• Client rates and negotiated technician rates
• Obtain technician quotes and review scope of work, materials, labour, and pricing
• Prepare quotes in QuickBase for review by Sr. Coordinator or facilities maintenance manager
• Confirm proper tax rates
• Enter quotes in client platform for client approval
• Manage “awaiting tech bills” with the support of the administrative coordinator to ensure invoices from technicians are received in a timely manner of 5-7 business days
• Audit for accuracy, approve and move to an invoicing status
• Organize multiple emails and prioritize by severity
• Ship parts/devices to necessary technicians and/or more store managers
• Work after hours on-call shifts rotating weeknights and weekends as assigned
• Work daily from local office according to office policies and guidelines, or from home with permittable
• Collaborate with Vendor Relations Team to source and onboard new technicians in designated service areas
• Collaborate with our team members across North America
• Collaborate with the Invoicing team
• Collaborate with store managers and/or landlords, as needed, on issues of facility improvements, and general maintenance

OTHER DUTIES AND QUALITIES REQUIRED FOR THIS POSITION:

• Willing to participate in Freshco’s philanthropy initiatives
• Contributes to ideas to advance their position, the division, and even Freshco overall
• Demonstrates an “intrapreneur” mind-set and related actions
• Open to preforming other duties as required
• Takes full accountability for their actions and reactions - wins and losses