Facilities & Maintenance Coordinator

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  that issues are clearly communicated to appropriate vendors, as necessary.
Build and maintain strong 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 Soft Co 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 Soft Co, 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 &…