Facilities Project Coordinator

This is a fully remote position, open to applicants in United States.

📋 Description

• Take ownership of the daily assessment and prioritization of all Service Channel work orders throughout the region.

• Engage with vendors and service providers regarding open work orders, including inquiries, scheduling, quotes, and completion documentation.

• Monitor work order aging and escalate any stalled, overdue, or urgent tickets to Facilities Managers.

• Handle a high volume of administrative tasks such as data entry, status updates, documentation, and note-taking.

• Provide support to multiple Facilities Managers as a shared coordination resource and continuity point for work order status.

• Obtain vendor proposals, quotes, Certificates of Insurance (COIs), W-9 forms, and any necessary documentation prior to approval.

• Keep Service Channel records up-to-date, including notes, statuses, invoices, and supporting documentation.

• Create work order status reports and dashboards that reflect aging tickets, spending trends, and vendor performance.

• Identify workflow bottlenecks and suggest enhancements for the Service Channel process or tools.

• Assist with vendor onboarding and Service Channel training initiatives.

• Coordinate preventive maintenance schedules and verify their completion.

• Aid in cost tracking, invoice coding, and budget reconciliation for regional repairs and maintenance expenditures.

• Cultivate relationships with store teams, regional operations managers, landlords/building managers, and vendors.

• Offer additional administrative and project support to Facilities Managers.

⛳️ Requirements

• Exceptional organizational skills with the capacity to manage numerous open items concurrently.

• Highly detail-oriented with a strong sense of urgency and commitment to follow-through.

• Strong written and verbal communication skills, especially when interacting with vendors and cross-functional stakeholders.

• Capable of prioritizing tasks effectively and consistently meeting deadlines.

• Comfortable working independently in a fast-paced, high-volume environment.

• Proactive, positive, and professional demeanor.

• Strong analytical and problem-solving abilities to address issues swiftly and effectively.

• Ability to maintain composure and effectiveness under pressure.

• Team-oriented individual who can support multiple stakeholders and adapt to shifting priorities.

• Experience with Service Channel; ability to quickly learn and navigate work order management systems.

• Intermediate to advanced skills in Microsoft Word, Excel, and PowerPoint.

• 2–4 years of experience in facilities coordination, facilities administration, or a related operations/support role, preferably in a retail or multi-location setting.

• Basic knowledge of building systems (plumbing, HVAC, electrical) adequate for triaging and communicating issues, though hands-on repair is not needed.

• Understanding of basic budgeting, invoicing, and expense tracking processes.

• Ability to interpret basic building plans and vendor documentation.

• Strong administrative and time-management abilities, with the capacity to support multiple Facilities Managers simultaneously.

• Ability to work independently while keeping stakeholders informed of progress and next steps.

🏝️ Benefits

• Comprehensive health and wellness benefits.

• Opportunities for professional development and training.

• Flexible work arrangements and a supportive team environment.