Facility Services Coordinator

Some of what you will do: 

This position will be responsible to remotely support Canadian Retail in a high volume, fast paced environment. This includes planning and executing a variety of complex projects within cross functional areas of the business, acting as the primary contact. The Facility Services Coordinator will ensure a seamless customer service approach to Facility-related requests. This will include the execution of programs and services that keep our sites brand ready, operational, and efficient. The Coordinator also provides feedback to Management on contractor relations, project execution and budget adherence to ensure implementation of tasks that support our locations. A high level of independent thought and multi-tasking is required for this role.

Specifically, You Will: 

Customer & Brand Experience – 30% 

• Independently ensures the timely execution of all repair and maintenance requests from Retail sites by fulfilling work orders within the guidelines of the Service Level Agreement. This includes the assignment of the proper priority code, contractor selection, accurate and descriptive synopsis of the problem and documented communication from creation of the work order to completion within the Total Maintenance System (TMS) database and to the field.

• Subject Matter Expert in programs/categories designated by the manager.  Example: Security Alarm/Balers/Dock and Door
• Quote Processing – from Demand and Service and Maintenance programs - provide direction to sites by completing historical and financial analysis, obtain approval as needed (Capital or Expense items).  Quotes to be acknowledged within 2 days and actioned (inclusive of RFQ) within 2 weeks.                                                                                                                                                                                                                                                           

Service Deliverables/Financial Reporting – 30%

• Manage monthly and quarterly Total Maintenance System reconciliation protocols. This includes analysis of all open/closed work orders/purchase orders. Contractor and team follow-up to ensure system details are accurate and work is complete as per plan and budget
• Manage Contractor Performance Ratings (metrics and reporting) and distribute feedback to team and participate in ensure appropriate action is taken to make necessary performance improvements
• Produce timely Services program summary updates to Management, including spreadsheets, reporting and metrics inclusive of any recommendations, modifications to improve overall program efficiency

Contractor Relations – 20%

• Creation and management of Performance Improvement Plans within the system for contractors that fail to meet our Terms and Conditions 

• Review monthly metrics, address areas of opportunities and provides contractor performance feedback to Management

• Strong understanding of the Contractor Website, including advocacy for adoption, system updates, improvements

Program Knowledge/Administration – 20%

• Ownership of all Facility Services Preventative Maintenance and Service programs – including frequency, scope of work, NTE’s
• Understanding of Lease Abstracts and Common Area Maintenance locations to reduce expenses
• Find balance between Priority issues, e-mail, work orders and quote requests through effective time management 

Some of what you need: 

• Computerized maintenance management software administrator - add new and update existing equipment, locations, preventive maintenance tasks and schedules
• Solid knowledge of facility management and maintenance business work processes – best practices
• Ability to review and interpret financial data and proposals for viability
• Ability to work independently or as part of a team · Excellent time management skills · 
• Ability to hold contractors accountable and to set reasonable and measurable performance expectations · 
• Understands and follows Environmental, Health & Safety standards and policies · 

Physical demands/working conditions: 

Office environment – Hybrid, with 4 days onsite in Richmond Hill, subject to the hybrid policy.

Some of what you will get: 

• Associate discount 
• Health and Dental benefits 
• RRSP/DPSP 
• Performance bonuses 
• Learning & Development programs 
• And more... 

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