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Job Responsibilities
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Serve as the point of contact for store maintenance issues and service coordination.
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Manage communication between stores, vendors, and internal teams using Microsoft Teams & Service Now.
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Maintain and update maintenance tracking systems and ensure accurate documentation.
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Review and validate service invoices for accuracy and compliance.
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Coordinate ordering of parts and supplies for maintenance needs.
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Ensure compliance with internal procedures and vendor protocols.
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Support store teams by resolving equipment and facilities issues efficiently and promptly.
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Report directly to the Director of Construction and Facilities and provide regular updates on maintenance operations.
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Maintain vendor contact lists and update regularly.
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Provide basic administrative tasks to support the construction and maintenance department.
Job Duties
Equipment & Service Call Management
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Open tickets for all equipment issues and assign initial assessment to maintenance personnel.
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Escalate unresolved or emergency issues by creating Teams channel posts and placing service calls.
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Follow up on open issues and confirm resolution with store teams.
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Relay vendor questions to stores and communicate responses back to service providers.
Service Now & Maintenance List
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Monitor Service Now daily for new tickets and update the maintenance list accordingly.
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Process completed ticket lists from store safety reps.
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Ensure ticket entries are completed correctly.
- Eliminate duplicate tickets and maintain organized records.
Invoice Review
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Verify time in/time out entries against reported labor hours.
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Confirm arrival and departure signatures from both technician and store director.
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Check travel time charges and ensure no duplicate billing for similar service calls.
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Dispute discrepancies and maintain invoice audit trail.
Parts Ordering
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Process part requests from maintenance personnel, store management, safety, and risk teams.
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Order parts promptly to avoid delays in job completion.
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Seek approval for purchases over $3,000 from department supervisors or upper management.
Administrative Responsibilities
- Maintain detailed logs of maintenance activities, service calls, and resolutions.
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Update and manage Excel spreadsheets for invoice tracking, and maintenance status.
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Ensure all service tickets are properly documented with accurate descriptions and departmental tags.
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Communicate professionally with internal departments and external vendors.
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Prepare weekly reports summarizing open issues, resolved tickets, and pending approvals.
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Monitor budget thresholds and flag purchases requiring management approval.
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Archive completed service records and invoices for audit and compliance purposes.
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Assist in developing and refining maintenance workflows and documentation standards.
Qualifications
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High school diploma or equivalent; technical or administrative certification preferred
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2+ years of experience in maintenance coordination or facilities management
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Strong organizational and communication skills
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Proficiency in Microsoft Teams, Excel, Word and Service Now
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Bilingual (Spanish/English) a plus in order to offer excellent customer service to all Team Members, vendors and suppliers
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Ability to multitask and manage time-sensitive requests
