Facilities Maintenance Coordinator – Facilities Firm

After Hours Facilities Maintenance Coordinator – Award Winning Facilities Firm
Freshco Retail Maintenance is looking for organized, motivated, and skilled individuals for part-time overnight shifts (9pm - 9am). You will coordinate work orders, dispatch technicians, and keep multi-site retail facilities across Canada running smoothly - all while most of the world sleeps. If you love problem-solving, staying on top of things, and making a real impact behind the scenes, this is the role for you!

Join the Freshco Team. Join the Freshco Movement!

Are you an experienced and highly motivated Facilities Maintenance Coordinator looking for an incredible new experience? Or are you a fun, smart, organized team player with coordinating and office experience? If yes, keep on reading...@

* We arenot affiliated with the Fresh Co grocery store chain or anyIT services company.*
* Job Summary:

Freshco's After Hours 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. Furthermore, the Coordinator negotiates rates and develops meaningful relationships with the technicians and monitors their performance.

Professionally respect Freshco with clients, including store managers, corporate facilities managers, technicians, and all other external stakeholders as directed.

Responsibilities of this position include but are not limited to the following:
Work Order & System Management

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

Scheduling & Dispatch

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” in coordination 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

Education and other skills:

Minimum of 4 years experience in a multi‑site facilities maintenance environment preferred, or 3+ years of experience in customer service or administrative support

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

Other duties and qualities required for this position:

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 preforming other duties as required

Takes full…