Facilities Services & Repair Coordinator

The Facilities Services & Repair Coordinator will serve as the central point of contact for managing all facilities-related service requests, preventive maintenance, and repairs across 54 retail store locations and the corporate office. This role ensures timely coordination of vendors, accurate tracking of work orders, and clear communication with store managers and corporate leadership. The ideal candidate will demonstrate exceptional organizational skills, polished communication, and strong follow-through to drive issue resolution and preventive facility upkeep. 

Key Responsibilities:

Facilities Maintenance & Repairs
• Coordinate and track repair requests from stores and corporate offices.
• Dispatch and oversee third-party vendors for timely service completion.
• Monitor repair timelines, costs, and vendor performance against service-level expectations.
• Ensure proper documentation of all service activities, quotes, invoices, and warranties.

Preventive Maintenance
• Maintain and update preventive maintenance schedules for critical systems (HVAC, electrical, plumbing, fire safety, security).
• Proactively schedule vendor visits and inspections to minimize downtime and repair emergencies.
• Maintain compliance with safety, health, and regulatory standards.

Communication & Coordination
• Serve as the primary point of contact for store managers and corporate leaders regarding facility issues.
• Provide regular updates on repair status, preventive maintenance schedules, and escalated issues.
• Draft and distribute service communications, including follow-up reports and summaries via internal ticketing systems

Vendor & Budget Management
• Manage relationships with service providers, contractors, and repair vendors.
• Review and validate vendor invoices for accuracy prior to approval.
• Support budget tracking by maintaining records of maintenance and repair costs.
• Provide input for vendor selection and contract renewals.

Reporting & Tracking
• Maintain accurate logs of service requests and maintenance activities in a centralized system.
• Generate reports on service trends, costs, and recurring issues for leadership review.
• Track completion rates, response times, and vendor performance metrics.
 

Skills & Qualifications

Required Qualifications:
• 3+ years of experience in facilities coordination, property management, or maintenance administration (multi-site retail preferred).
• Strong organizational skills with proven ability to manage high-volume requests across multiple locations.
• Exceptional communication skills, both written and verbal, with a professional and polished style.
• Strong follow-through, attention to detail, and ability to prioritize in fast-paced environments.
• Proficiency with facilities management software, work order systems, or ticketing platforms.
• Working knowledge of building systems (HVAC, electrical, plumbing, safety) preferred.
• Ability to build and maintain vendor relationships and hold contractors accountable.

Preferred Qualifications:
• Experience managing multi-site retail or corporate facilities environments.
• Knowledge of vendor negotiation and contract management.
• Familiarity with computerized maintenance management systems (CMMS).
• Basic project management experience, including scheduling and budgeting.
• Strong analytical skills for trend analysis and reporting.
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint).
• Customer service orientation with ability to de-escalate and resolve issues effectively.
• Ability to travel occasionally to store locations for inspections or vendor coordination.