Facilities Coordinator I

GENERAL PURPOSE:

Coordinates facilities repairs as assigned to include HVAC, electrical, plumbing, lightning, flooring, ceiling, roofing, elevator, fire systems, signs, pest control, energy management, landscaping, and other general repairs. Coordinates associated vendor activities. Records works requested, maintains detailed records, and consistently follows up on all requests and outstanding work orders.


ESSENTIAL FUNCTIONS:

Promptly respond to verbal and written maintenance and repair requests for all assigned facilities to maintain their appearance, function, and reliability. Responses must incorporate positive customer service and efficient, professional administrative techniques. Coordinate this work with management and assign work to appropriate vendors and contractors based on their ability to get the work done at a reasonable cost. Negotiate and/or bid work to obtain competitive pricing and the best quality.
Maintain cumulative records of all work completed, and monitor all scheduled maintenance actions and progress using Site Seer software. Keep current on follow-up dates for all outstanding requests for proposals, and work orders.
Review and code invoices and record costs of all maintenance work to stay within budgets and develop new budgets.
Coordinate and follow-up on all HVAC, electrical, plumbing, lighting, flooring, ceiling, roofing, elevator, fire systems, signs, pest control, energy management, landscaping, and painting to insure the vendor is achieving our standards and expectations. Negotiate, review and submit for management approval all contracts. Obtain new vendors when needed.
Maintain Certificates of Insurance and Indemnification Agreements on all vendors.
Coordinate work as necessary with Real Estate Property Management when landlord is responsible for maintenance.
Using Site Seer Word and/or Excel, develop and maintain listings of potential and actual vendors/contractors for each maintenance subject and market area to insure ready resources that will respond to immediate needs.
Make adjustments to energy management systems as required and assist in monitoring them.
Coordinate the selection of vendors for new stores, and cancellation of vendors for closing stores.
Maintain, use and develop existing and new databases on Site Seer to provide maintenance history and reference material regarding each physical building, equipment and the vendors or contractors that are used.
Provide up-to-date reference guidelines to the Store Opening and Store Operations Manuals, Facilities Maintenance sections.
Perform other duties as assigned by the Manager, Store Facilities including coverage of other departmental areas.
COMPETENCIES:

Adaptability
Analysis and Judgment
Customer Service
Results Orientation
Teamwork

QUALIFICATIONS AND SPECIAL SKILLS REQUIRED:

High school graduate or equivalent
1-2 years of previous experience in Facilities or Construction Management
Knowledge of PC skills including DOS, Microsoft Windows NT, Word & Excel, Site Seer, NOVAR energy management system.
Ability to obtain bids or requests for proposals and negotiate contracts.
Knowledge of accounting and budgeting processes.

PHYSICAL REQUIREMENTS/ADA:

Job requires ability to work in an office environment, primarily on a computer.
Requires sitting, standing, walking, hearing, talking on the telephone, attending in-person meetings, typing, and working with paper/files, etc.
Consistent timeliness and regular attendance.
Vision requirements: Ability to see information in print and/or electronically.

SUPERVISORY RESPONSIBILITIES:

None


DISCLAIMER:

This job description is a summary of the primary duties and responsibilities of the job and position. It is not intended to be a comprehensive or all-inclusive listing of duties and responsibilities. Contents are subject to change at management’s discretion.

Ross is an equal employment opportunity employer. We consider individuals for employment or promotion according to their skills, abilities and experience. We believe that it is an essential part of the Company’s overall commitment to attract, hire and develop a strong, talented and diverse workforce. Ross is committed to complying with all applicable laws prohibiting discrimination based on race, color, religious creed, age, national origin, ancestry, physical, mental or developmental disability, sex (which includes pregnancy, childbirth, breastfeeding and medical conditions related to pregnancy, childbirth or breastfeeding), veteran status, military status, marital or registered domestic partnership status, medical condition (including cancer or genetic characteristics), genetic information, gender, gender identity, gender expression, sexual orientation, as well as any other category protected by federal, state or local laws.

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