Senior Facilities Coordinator

SUMMARY : This role involves supervising the efficient operation and maintenance of our facilities and real estate-related systems. We need someone proactive who can handle multiple responsibilities including: vendor engagement and vetting, fire systems inspections and permitting, elevator maintenance and permitting, utilities service installations, HVAC repair/maintenance, temporary signage permitting, plumbing, electrical, lighting, cleaning, doors, locks, windows, security, store media, response management, waste disposal, landscaping, pest control, supplies, general repairs coordination, new store opening coordination, and facilities needs management. Commercial real estate experience with Property Management is preferred.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

The following reflects management's definition of essential functions for this job but does not restrict the tasks that may be assigned. Management may assign or reassign duties and responsibilities to this job at any time due to reasonable accommodation or other reasons.

• Annual site walks for each open location to assess needs and quality of the consumer experience.
• Ensure timely inspections, permits, and maintenance for fire systems and elevators to meet safety standards and regulatory requirements.
• Organize quarterly maintenance activities for utilities and HVAC systems, including managing outages, repairs, and integrating new stores into maintenance schedules.
• Oversee repairs and permitting for signage and temporary signage, lighting, plumbing and other building systems, and compliance with backflow preventer testing.
• Coordination with sales team for special events: street fairs, booths at trade shows, and other such events.
• Coordination with sales team, contractors, and management in store refresh work.
• Manage emergencies related to facility's needs, and coordinate 24/7 response as required.
• Monitor cleaning schedules, payments, and special requests, including window, carpet, and move-in/move-out cleaning for all facilities.
• Organize the procurement and distribution of Mood Media boxes for stores (music system).
• Handle trash pickup logistics, new store setups, bill payments, and address issues like homeless dumping and city ordinance violations. Monitor landscape vendor services, handle additional requests, and ensure timely bill payments.
• Monitor and provide modifications as needed to the Pelican (thermostat) systems.
• Coordinate monthly pest control services and manage service requests.
• Oversee inventory procurement and management of store supplies.
• Review and facilitate management approval of billing related to facilities management tasks and projects.
• Maintain tracking of banners and temporary needs equipment: portable HVAC units, air purifiers, and portable heating units.

QUALIFICATIONS:

• Associate's degree in Business Administration or bachelor's degree equivalent, and/or Property Management designations preferred
• 1-2 years of relevant experience in retail or warehouse operations is desirable.
• Foundational knowledge of commercial lease agreements.
• Attention to detail and ability to work independently.
• Strong tracking and follow up skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Power Point, Outlook) and facilities management software.
• Familiarity with regulatory requirements and safety standards pertinent to facilities management.
• Strong verbal and written communication skills, with the ability to interact effectively with vendors, contractors, and internal stakeholders.
• Detail-oriented approach to managing schedules, budgets, and ensuring adherence to maintenance and safety protocols.
• High level of interpersonal skills for handling sensitive information and confidential documentation.
• Creative, adaptable, and innovative team player.
• Demonstrated ability to collaborate effectively with diverse teams and external partners.
• Experience in overseeing and directing support staff or contractors.
• Dedication to achieving excellence and maintaining high standards.
• Exceptional written and verbal communication abilities.
• Versatility, flexibility, and enthusiasm for adapting to evolving priorities.

PHYSICAL/MENTAL REQUIREMENTS:

• While performing the duties of this job, the employee is frequently required to do the following:
• Coordinate multiple tasks simultaneously.
• Collect, interpret, and/or analyze data and information
• The ability to maintain professionalism in difficult situations.
• Consistently operates with a sense of urgency and a drive to push timelines for completion of projects.

WORK ENVIRONMENT:

• Hybrid work schedule may be considered.
• Moderate noise levels are associated with an open office work environment.