Facilities Maintenance Coordinator – Award Winning Facilities Firm
Freshco · Canada
- Hybrid
- Full-time
- $65,000 / year
- Canada
Job highlights
- Manage multi-site retail facilities maintenance work orders.
- Process requests from start to finish, including billing.
- Negotiate technician rates and monitor performance.
- Collaborate with internal teams and external stakeholders.
- Work remotely with flexible shift options.
About the role
Facilities Maintenance Coordinator
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. @ www.freshco.ca
We are not affiliated with the FreshCo grocery store chain or any IT services company.
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. 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
- Work Order & System Management: Create, log, and manage all maintenance requests in Freshco’s work order management system (QuickBase). 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.
- Technician & Vendor Management: 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.
- Financial & Invoicing Oversight: Prepare quotes in QuickBase 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.
- Collaboration & Communication: 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.
Work Schedule & Location
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.
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.
- Exceptional computer skills: MS Office (Word, Excel, PowerPoint, Access).
- Experience using QuickBase, 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
Skills & topics
- Facilities Maintenance Coordinator
- Facilities Management
- Work Order Management
- Client Relations
- Vendor Management
- Scheduling
- Dispatch
- Billing
- QuickBase
- Service Channel
- Customer Service
- Administrative Support
- Remote Work
- Full-time
- Retail Facilities
How to get hired
- Tailor your resume: Highlight your experience in facilities maintenance coordination, customer service, and office administration. Quantify achievements whenever possible.
- Showcase your skills: Emphasize your proficiency in MS Office Suite, QuickBase, and other work order platforms. Mention bilingual skills if applicable.
- Address the requirements: Clearly demonstrate your experience with multi-site retail clients, SLA management, and vendor negotiation.
- Highlight your mindset: Showcase your 'intrapreneur' spirit, willingness to learn, and collaborative approach in your application and during interviews.
- Prepare for flexibility: Be ready to discuss your availability for various shifts and your comfort with remote work and on-call duties.
Technical preparation
Master QuickBase and other work order systems.,Become proficient in MS Office Suite, especially Excel.,Understand SLA metrics and client platform requirements.,Practice efficient email and report generation.
Behavioral questions
Describe managing competing priorities effectively.,How do you build rapport with technicians?,Share an experience of proactive problem-solving.,How do you handle client escalations calmly?
Frequently asked questions
- What is the primary responsibility of a Facilities Maintenance Coordinator at Freshco?
- The primary responsibility of a Facilities Maintenance Coordinator at Freshco is to service multi-site retail clients by processing work order requests from initiation to completion, including billing. This also involves negotiating technician rates and monitoring their performance.
- What software and tools are essential for a Facilities Maintenance Coordinator at Freshco?
- Essential software and tools for a Facilities Maintenance Coordinator at Freshco include QuickBase for work order management, MS Office Suite (Word, Excel, PowerPoint, Access), and experience with other work order platforms like Service Channel.
- What are the typical work hours and location arrangements for this Facilities Maintenance Coordinator role at Freshco?
- The role involves a 40-hour work week with flexible shifts, including primary hours of 12:00pm–8:00pm EST. Some roles may include on-call overnight shifts. The position can be worked remotely or from a local Freshco office.
- What qualifications does Freshco look for in a Facilities Maintenance Coordinator candidate?
- Freshco looks for candidates with at least 4 years of experience in multi-site facilities maintenance, or 3+ years in customer service/administrative support. Strong computer skills, excellent communication, and an adaptable, learning-oriented mindset are also key.
- Does Freshco offer benefits for a Facilities Maintenance Coordinator?
- Yes, Freshco offers a comprehensive benefits package for full-time employees, including dental care, employee assistance program, extended health care, flexible schedule, on-site parking, paid time off, and vision care. Work from home is also a benefit.
- How does Freshco handle after-hours or on-call responsibilities for this role?
- Facilities Maintenance Coordinators participate in rotating after-hours on-call overnight shifts as assigned. This ensures continuous support for clients outside of standard business hours.
- What does Freshco mean by an 'intrapreneur' mind-set for this role?
- An 'intrapreneur' mind-set means demonstrating initiative, contributing innovative ideas to improve processes and the company, and taking ownership, similar to an entrepreneur but within an established organization.
- What is the salary range for the Facilities Maintenance Coordinator position at Freshco?
- The salary range for the Facilities Maintenance Coordinator position at Freshco is $50,000.00 to $65,000.00 per year.