Facilities Coordinator – Award Winning Facilities Firm

Join the Freshco Team. Join the Freshco Movement!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… @ www.freshco.caWe are not affiliated with the FreshCo grocery store chain or any IT services company.Job Summary:Freshco's Facilities Maintenance Coordinator is responsible for servicing multi‑site retail clients across North America. 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.Responsibilities of this position include but are not limited to the following:Work Order & System Management:Create, log, and manage all maintenance requests in Freshco’s work order management system (QuickBase)Maintain detailed work order records, including notes, follow‑up dates, technician details, and financial summariesUpdate client platforms accurately and in a timely mannerOrganize and prioritize incoming emails based on urgency and severityPrepare end‑of‑day reports and manage work order escalationsScheduling & Dispatch:Schedule and dispatch appropriate technicians to complete maintenance requestsEnsure all work orders are completed within client Service Level Agreements (SLAs)Verify technicians meet all Freshco and client compliance requirementsShip required parts or devices to technicians and/or store managers as neededNegotiate technician rates while ensuring designated margins are achievedBuild and maintain respectful, professional relationships with techniciansObtain and review technician quotes, including scope of work, materials, labor, and pricingCollaborate with the Vendor Relations Team to source and onboard new technicians in assigned service areasPrepare quotes in QuickBase for review by the Senior Coordinator or Facilities Maintenance ManagerConfirm correct tax rates and enter quotes into client platforms for approvalManage “awaiting technician bills” in coordination with the Administrative Coordinator to ensure invoices are received within 5–7 business daysAudit invoices for accuracy, approve, and move to invoicing statusMonitor client and technician rates to ensure margin targets are metCollaborate with internal teams across North America, including Invoicing and Vendor RelationsWork directly with store managers and/or landlords on facility improvements and general maintenance issuesWork Schedule & Location:Standard shifts consist of a 40‑hour work week, either 9:00 am–5:00 pm or 1:00 pm–9:00 pm, Monday through SundayParticipate in rotating after‑hours on‑call overnight shifts as assignedWork from the local office in accordance with company policies, or remotely when permittedEducation 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 supportExperience using QuickBase, Service Channel and other work order platformsBi‑lingual language skills is an assetExceptional communication and interpersonal skills requiredWillingness and ability to learn to meet the changing requirements of the positionAbility to work effectively and independently from a local Freshco office or remotelyOther duties and qualities required for this position:Willing to participate in Freshco’s philanthropy initiativesContributes to ideas to advance their position, the division, and even Freshco overallDemonstrates an "intrapreneur" mind‑set and related actionsOpen to performing other duties as requiredTakes full accountability for their actions and reactions - wins and lossesApply today!Freshco is committed to equal employment opportunity and to attracting and retaining the most qualified employees regardless of race, national origin, religion, sexual orientation, gender, age, or disability. Please note that any offer of employment may be subject to reference checks and background checks, including a criminal record check as part of the selection process.Job Type: Full‑timeSalary: $50,000.00 – $65,000.00 per yearDental careEmployee assistance programExtended health careOn‑site parkingPaid time offWork from homeWork Location: Remote (North America)#J-18808-Ljbffr