Preventative Maintenance Coordinator

3 weeks ago

Burlington, Canada Freshco Retail Maintenance Full time

**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...**

Freshco and our amazing Founder & CEO, Mandy Rennehan, are "redefining the collar blue" and changing the answer to the question: "What do you want to be when you grow up?"

The Facilities Management (FM) industry is extremely proprietary with many options for personal and professional growth opportunities, enabling the Freshco team the opportunity to be role models and pioneers to other people wanting a different career.

Respecting our trades people every day as partners and professionals in their fields, and building lasting relationships built on mutual respect, is paramount for this position and for Freshco.

**Job Summary**:
Freshco’s Preventative Maintenance Coordinator (PMC) is responsible for learning assigned client accounts and handles Preventative Maintenance (PM) work orders and found on PM (FOPM) demand work orders from start to finish. The PMC must know how to develop and execute a PM client program and process work order requests received by our clients and follow them through to completion into the billing process. The PMC will work with other PMC colleagues to help meet/exceed the client’s performance metrics (SLA’s) for the team and the Division.

The PMC will represent Freshco professionally, when working with clients, store managers, corporate facilities managers, technicians, co-workers and others as directed.

**Specific Responsibilities of this position include, but are not limited to the following**:

- Work daily from your designated Freshco office according to office policies and guidelines, or from remote location as permittable.
- Collaborate with client Facilities Managers, store managers and/or landlords, as needed, on issues of specific location requirements for PM completion.
- Execute and monitor PM programs for clients.
- Learn and become proficient with all client platforms and procedures.
- Participate alongside leadership in weekly touch base meetings to ensure clients’ KPI’s and quality expectations are met.
- Responsible for the execution of brand/client specific work orders and programs.
- Preventive Maintenance Work Order Responsibilities:

- Manage “Out of SLA” work orders.
- Run end-of-day report to ensure no outstanding services or missed scheduled dates.
- Follow up and coach vendors on IVR compliance.
- Send out upcoming work orders/services to technicians for schedule dates and follow up to ensure schedule dates are received and input into Quickbase.
- Utilize Quickbase to log all maintenance requests and maintain up to date notes and dates on all work orders.
- Utilize client platforms (e.g. Service Channel, etc.) to manage work orders and keep clients updated on schedule dates and competition.
- Dispatch appropriate technicians to complete PM program maintenance requests.
- Prioritize and complete assigned work orders within or before service level agreement timeline and expiry dates.
- Rate technicians’ performance and propose changes in collaboration with management.
- Ensure technicians are billing agreed upon PM rates.
- Ensure tech bills are received, audited, and approved in a timely manner, following up on any challenged billing for revisions, adjustments and negotiation as needed and where appropriate.
- Ensure all assigned work orders are moved to Needs Invoicing in a timely manner.
- Creation of quotes and proposals in Quickbase
- Demand services or Found-on-PM (FOPM) repairs, approved by manager before being provided to client.
- Manage FOPM work orders through completion in accordance with client KPI’s.
- Collaborate with multiple divisions and multiple stakeholders

**Qualifications and Skills**:

- One or more years of experience in the multi-site facilities maintenance or construction industry or logistics industry required.
- Exceptional customer service and interpersonal skills.
- Strong oral and written communication skills.
- Intermediate level computer skills with proficiency in MS Office - Word, Excel, Outlook. Database experience preferred.
- Experience using QuickBase, Service Channel, or other CRM/CMMS platforms.
- Exceptional organization and time management skills with the ability to prioritize ongoing tasks across multiple work orders, programs, and platforms.
- Experience in scheduling and executing multiple work orders with multiple subcontractors.
- High attention to detail, analytical and problem-solving skills with a solution focused mindset.
- Bi-lingual language skills preferred (Spanish/French).
- Ability to work in a fast-paced team atmosphere.
- Ability to learn to meet the changing requirements of the position.
- Analytical and critical thinking skills with solution-based decision making.
- Ability to travel within Canada and the U

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