Job Purpose The Facilities &

- Maintenance Coordinator is responsible for the maintenance and repairs of both Corporate and Franchised stores in their assigned region by building relationships with Store Managers, Franchisees and third-party vendors/contractors to facilitate case completion. They will assist in the execution of all annual maintenance schedules, including but not limited to Wash &
- Re-lamp, Paint, Exterior Signage Painting/Cleaning and Fixture Pre-books.

Duties and Responsibilities

- Manage tasks/cases through effective use of established tools, controls, daily monitoring, timely problem resolution, and communication.
- Manage high-volume of multiple cases across the business, simultaneously, and work with your direct reports to resolve cases in order of urgency/priority.
- Identify priority cases that require immediate sense of urgency and manage issues using the appropriate communication method, depending on the nature of the issue (i.e. high-urgency cases communicated by phone with email follow-up).
- Investigate to get to the root cause of an issue by observing all data and photos provided through the Facilities &
- Maintenance queue, and request additional information, as needed.
- Identify service gaps with vendors and elevate issues as required.
- Source, evaluate, and negotiate multiple competitive vendor quotes for all repairs to ensure optimal pricing, quality, and service levels acceptable to business expectations and update the sub-trade list by store.
- Tender all annual maintenance programs including but not limited to, Wash &
- Re-lamp, Paint, Exterior Sign Backer Cleaning/Painting for the preparation of the annual department budget.
- Log all cases as they are received for your assigned region and respond to all requests using the appropriate communication method, depending on the nature of the issue (i.e. high-urgency cases communicated by phone with email follow-up).
- Identify aged and priority cases and work towards timely completion, request assistance, as required.




- Investigate to get to the root cause of an issue by observing all data and photos provided through the Facilities &
- Maintenance queue, and request additional information, as needed.
- Manage high-volume of multiple cases across your assigned region, simultaneously, and resolve cases in order of urgency/priority.
- Consistently audit the Facilities &
- Maintenance Log to ensure that deficiencies/tasks are logged properly, photos are saved to Case ID and that issues are clearly communicated to appropriate vendors, as necessary.
- Build and maintain robust relationships with your client group, internal stakeholders, external vendors/contractors by providing regular and proactive communication to ensure each case is supported at every stage of the repair/maintenance process.
- Manage multiple sub-trades to fix a repair at store level which may include the coordination of ordering fixtures and equipment to stores in line with sub-trades timing.
- Source, evaluate, and negotiate multiple competitive vendor quotes for all repairs to ensure optimal pricing, quality, and service levels acceptable to business expectations.
- Regularly source and update the sub-trade list by store.
- Create Request for Approval in SoftCo in accordance with both department and Company processes.
- For Franchised store locations, send Cost Acknowledgments for approval prior to creating the Request for Approval in SoftCo, as required.
- Provide updates of any changes to the calendared dates to pertaining to any maintenance schedules, including but not limited to Wash &
- Re-lamps, Interior Paint, Exterior Sign Backers and Rollouts.
- Submit surveys to stores through portal as required by the business.
- Gather the tender for all store maintenance, including but not limited to, Wash &
- Re-lamp, Paint,



Exterior Sign Backer Cleaning/Painting for budget on an annual basis, for submission to VP, Store Development.
- Assist the in the preparation and submission of the department budget as it relates to annual maintenance schedules.
- Engage manager when cases are not progressing for any reason, including if vendors are not responding, following through or fail to meet Company expectations.
- Provide updates in weekly team meetings with Store Operations (Regional Directors/Managers, District Managers and Store Managers) to review outstanding scope of pending and/or critical cases.
- Assist Finance with outstanding PO issues as they arise for month end and year end.
- Assist the Administrative Coordinator, to update logs of equipment at store level, to include equipment details (make, model, serial number) for each store in your assigned region.
- Provide consistent status reports for all outstanding issues and actively participate during F&M; meetings.
- Provide after-hour coverage (evening and weekends), on a rotational basis, of the Facilities &
- Maintenance queue for all stores.
- Any other duties, as required by the business.

Qualifications, Experience &

- Knowledge

- Post- Secondary Education in Administration.
- Post- Secondary Education in Project Management, Construction and/or Facilities and Maintenance.
- 1-3 years’ experience coordinating facility and maintenance projects in a retail environment.
- 1-3 years’ experience sourcing and managing vendors with a strong focus on price negotiation.
- 1-3 years’ experience working in a fast paced, deadline driven environment.
- 1-3 years’ experience working with simultaneous tasks/cases.
- Ability to organize workflow, multi-task at high levels, and manage changing priorities within specified timelines.
- Basic working knowledge of accounting principles and experience with purchase orders and invoicing.
- Excellent communication skills (both oral and written).
- Fluent in Microsoft Office Suite.
- Resourceful, attentive to detail and accurate record maintenance.

📌 Facilities & Maintenance Coordinator (Aurora)
🏢 Bulk Barn
📍 Aurora