Maintenance & Repair Manager

Position Summary

The Maintenance & Repair Coordinator is responsible for overseeing the maintenance, repair, and upkeep of all retail store facilities. This role serves as the primary point of contact for maintenance requests, coordinates vendors and contractors, ensures timely completion of repairs, verifies work quality, and manages maintenance-related documentation, invoices, and payments. The position requires strong organizational skills, the ability to respond quickly to emergencies, and effective communication with store teams and service providers.

Key Responsibilities

Maintenance Vendor Management

• Develop, maintain, and manage relationships with handymen, HVAC contractors, plumbers, electricians, fire protection vendors, and other maintenance service providers.

• Source, evaluate, and negotiate pricing with vendors to ensure cost-effective and high-quality service.

• Maintain an approved vendor database with service coverage, pricing, response times, and performance history.

• Coordinate vendor scheduling based on maintenance priorities and store operating hours.

• Monitor vendor performance and recommend replacement vendors when necessary.

Preventive Maintenance

• Schedule and coordinate routine preventive maintenance programs for all store locations, including:

  • HVAC system inspections and servicing.

  • Air filter replacement and cleaning every two months.

  • Fire extinguisher inspections, certification, and annual maintenance.

  • Plumbing inspections and preventive repairs.

  • Electrical and lighting maintenance.

  • Door, window, ceiling, flooring, and fixture maintenance.

• Maintain preventive maintenance calendars to ensure all required inspections and services are completed on schedule.

• Track warranty periods and coordinate warranty repairs when applicable.

Repair Coordination

• Receive, prioritize, and dispatch maintenance requests from store operations.

• Coordinate repairs for plumbing, electrical, HVAC, carpentry, painting, flooring, signage, millwork, equipment, and general building maintenance.

• Manage recurring plumbing issues (average of two repair incidents per week) and ensure timely resolution.

• Coordinate all construction-related repairs resulting from store operations, equipment failures, or facility damage.

• Obtain repair estimates and recommend appropriate repair solutions based on urgency and cost.

Emergency Response

• Serve as the primary maintenance coordinator during store operation hours: emergency and non-emergency repair requests.

• Coordinate immediate response for emergencies including:

  • Water leaks

  • HVAC failures

  • Electrical outages

  • Plumbing backups

  • Security or door failures

  • Ceiling or structural issues

• Ensure emergency vendors respond within required service level agreements.

• Keep store management updated until issues are fully resolved.

Project & Repair Follow-up

• Monitor repair progress from initiation through completion.

• Verify completion of work through:

  • Photo documentation for minor repairs.

  • On-site inspections for major repairs or construction work.

• Ensure repairs meet company quality standards before closing work orders.

• Coordinate follow-up repairs when deficiencies are identified.

Documentation & Reporting

• Maintain maintenance logs and work order records for all stores.

• Track repair history, maintenance schedules, vendor performance, and repair costs.

• Prepare maintenance reports summarizing repair activities, recurring issues, and budget utilization.

• Maintain organized records of invoices, warranties, permits, inspection reports, and maintenance documentation.

Invoice & Budget Management

• Review vendor invoices for accuracy and completion of work.

• Verify pricing against approved quotations or contracts.

• Coordinate invoice approvals and submit payments in accordance with company procedures.

• Track maintenance expenditures and…