HVAC Project Coordinator

Retail HVAC Coordinator (RHFC) is responsible to ensure that the retail store locations’ HVACs are maintained in a condition that represents our brand positively to both our team members and customers, that the facilities are safe and secure for our team members and customers, that the HVAC units are maintained in accordance with lease agreements and all governmental rules and regulations through the most efficient use of resources both internal and commercially available.

HVAC Project Coordinator will be responsible for performing the day to day tasks by addressing HVAC break/fix repairs, emergencies and replacements that arise within the retail stores. HVAC Project Coordinator will also be responsible for overseeing all aspects of projects assigned including capital expense improvements. HVAC Project Coordinator will solely be accountable for overall HVAC planning, time management of all repairs and projects and overall accountability.

Requests for repairs will be received via phone calls, emails and the Maintenance and Repair System (MARS). Success in this role will have a positive impact on customer experience, team member morale and store profitability.

The HVAC Coordinator is responsible for HVAC service requests, repairs, replacements and preventive maintenance. The function of the HVAC Coordinator is to initiate, oversee, and execute facility HVAC repairs in a cost effective and timely manner. Work closely with the Energy Management Team to identify and address outages, cause and repair in an efficient manner. Provides cost analysis per project, defines scope of works and repairs, responsible for all internal and external communication.

Must be able to facilitate facets of planning and coordinating repairs and capital expense projects. Planning is a key element to this position as well as an in depth understanding of expense control (Effective cost management mitigates the negative impact on profitability). Asset protection and HVAC sustainment are accomplished through procedures that include, but are not limited to, preventative maintenance programs, both temporary and permanent break/fix repairs, and replacement.

The Retail Facilities HVAC Coordinator fields repair requests via email, phone calls or MARS. Process the service request to determine responsibility of repair by review of leases, exhibits and warranty timelines within Lucernex/MARS in order to delegate to appropriate party. In the event, O’Reilly is responsible for repairs and costs the Retail Facilities HVAC Coordinator will review each request, identify needs, establish scope, and procure contractors as needed.

Review energy management system. Place service request in process. Generate work order to approved vendor; outlined scope of work, completion date, and setting Not To Exceed pricing. Submittal and release for work to begin. Work that requires additional investigation or in-depth evaluation will be quoted, reviewed, and released by the corresponding RFHC. Quotes will be evaluated and processed utilizing the bid form (sales information, lease terms, strategy information and general explanation of work) with attached quotes.

Responsible for Project Closeout. Check “work complete” within MARS. Invoice received verification. Invoice sign off and approval. Special coding or notes applied (i.e. insurance claims, fire, Cap Ex). Oversight, follow up, and communication will be employed throughout the above mentioned process utilizing MARS dashboard and query reporting. Items essential to the maintenance and repair process are as follows:
Knowledge of facility ownership, lease duration, tenant/owner responsibility, and city codes/restrictions. Interface with other departments, jurisdictions, contractors, and field operations to ensure that expenditures are appropriately managed. RFHC’s must effectively communicate, prioritize, organize, and manage their time. The ability to adapt to a continually changing workload and multitask is essential and must maintain versatility and flexibility while keeping records to ensure that all needs are properly met.

Obtaining quotes, securing contractor documents,…