Facilities Maintenance Coordinator – Facilities Firm

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. The Coordinator negotiates rates, develops meaningful relationships with technicians, and monitors their performance.

• Create, log, and manage all maintenance requests in Freshco’s work order management system (Quick Base)
• Maintain detailed work order records, including notes, follow‑up dates, technician details, and financial summaries
• Update client platforms accurately and in a timely manner
• Organize and prioritize incoming emails based on urgency and severity
• Prepare end‑of‑day reports and manage work order escalations

• Schedule and dispatch appropriate technicians to complete maintenance requests
• Ensure all work orders are completed within client Service Level Agreements (SLAs)
• Verify technicians meet all Freshco and client compliance requirements
• Ship required parts or devices to technicians and/or store managers as needed

• Negotiate technician rates while ensuring designated margins are achieved
• Build and maintain respectful, professional relationships with technicians
• Obtain and review technician quotes, including scope of work, materials, labor, and pricing
• Collaborate with the Vendor Relations Team to source and onboard new technicians in assigned service areas

• Prepare quotes in Quick Base for review by the Senior Coordinator or Facilities Maintenance Manager
• Confirm correct tax rates and enter quotes into client platforms for approval
• Manage “awaiting technician bills” with the Administrative Coordinator to ensure invoices are received within 5–7 business days
• Audit invoices for accuracy, approve, and move to invoicing status
• Monitor client and technician rates to ensure margin targets are met

• Collaborate with internal teams across North America, including Invoicing and Vendor Relations
• Work directly with store managers and/or landlords on facility improvements and general maintenance issues

• Standard shifts consist of a 40‑hour work week, primarily 12:00pm–8:00pm EST (9:00am–5:00pm PST), with additional shifts including 9:00am–5:00pm EST (6:00am–2:00pm PST) or 7:00am–3:00pm EST (4:00am–12:00pm PST), Monday through Sunday, scheduled in accordance with operational needs
• Participate in rotating after‑hours on‑call overnight shifts as assigned
• Work from the local office in accordance with company policies, or remotely when permitted

• Minimum of 4 years experience in a multi‑site facilities maintenance environment (preferred) or 3+ years of experience in customer service or administrative support
• Exceptional computer skills: MS Office (Word, Excel, PowerPoint, Access)
• Experience using Quick Base, Service Channel and other work order platforms
• Bi‑lingual language skills is an asset
• Exceptional communication and interpersonal skills required
• Willingness and ability to learn to meet the changing requirements of the position
• Ability to work effectively and independently from a local Freshco office or remotely

• Willing to participate in Freshco's philanthropy initiatives
• Contributes to ideas to advance their position, the division, and even Freshco overall
• Demonstrates an "intrapreneur" mind‑set and related actions
• Open to performing other duties as required
• Takes full accountability for their actions and reactions – wins and losses

• Dental care
• Employee assistance program
• Extended health care
• Flexible schedule
• On‑site parking
• Paid time off
• Vision care
• Work from home

Pay: $50,000.00 – $65,000.00 per year

Work Location:

Remote

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.