Facilities Coordinator

Job Description

Job Description

Benefits:

• Health insurance
• Training & development
• Vision insurance
• 401(k)
• 401(k) matching
• Dental insurance
• Employee discounts
• Competitive salary

In-office position OR Hybrid role available- first 6 months are in-office in North Berkeley. After the initial 6 month period, the hybrid schedule is 3 in-office days and 2 remote days.
Crossroads Trading Co., founded in 1991 and now one of the nation's largest buy-sell-trade clothing retailers, is seeking a Facilities Coordinator to support the maintenance, repair, and operational continuity of our store portfolio.

As part of the Operations team, you will play a key role in coordinating maintenance requests, managing vendor relationships, and ensuring stores receive timely, effective support. This position requires a highly organized communicator who can manage multiple priorities, take ownership of issues from start to finish, and maintain strong partnerships with both store teams and service providers.
 
Overview
Reporting to the Senior Operations Manager, the Facilities Coordinator serves as a primary point of contact for facility-related issues across multiple store locations. This role combines project coordination, vendor management, problem-solving, and communication to ensure maintenance and repair needs are resolved efficiently and professionally.

The ideal candidate is proactive, detail-oriented, and comfortable balancing competing priorities in a fast-paced environment.

Duties and Responsibilities
Work Order & Project Management
·       Manage maintenance work orders from initial request through confirmed resolution.
·       Coordinate repairs, maintenance activities, and small projects across multiple store locations.
·       Track and prioritize open issues, vendor activities, approvals, and project milestones.
·       Ensure assigned work is completed accurately, on time, and within budget.
·       Proactively communicate status updates and next steps to stakeholders.
Vendor Management & Collaboration
·       Serve as the primary liaison between store teams and external service providers.
·       Coordinate scheduling, scope, timelines, and expectations to ensure successful project execution.
·       Solicit, review, and compare vendor bids to ensure competitive pricing and appropriate scope.
·       Research and onboard new vendors as needed.
·       Monitor vendor performance and address challenges to maintain progress and accountability.
Communication & Documentation
·       Maintain accurate records of work orders, service visits, vendor communications, and project updates.
·       Document key decisions and summarize important verbal discussions in writing.
·       Communicate clearly and professionally with stores, vendors, and leadership.
·       Escalate issues promptly, providing recommendations and proposed solutions when appropriate.
Problem Solving & Prioritization
·       Evaluate facility issues and recommend practical, cost-effective solutions.
·       Prioritize requests based on urgency, operational impact, and business needs.
·       Identify recurring maintenance concerns and recommend long-term corrective actions.
·       Exercise sound judgment regarding when to act independently and when to escalate.
Organization and Prioritization

• Manage competing priorities across a multi-location portfolio with accuracy and consistency
• Maintain an organized system for tracking open tickets or tasks, vendor follow-ups, and outstanding approvals
• Meet deadlines consistently; when a deadline is at risk, communicate proactively before it passes

Required Skills and Qualifications
·       Working knowledge of facility maintenance and building systems, including HVAC, plumbing, and electrical systems.
·       Demonstrated ability to manage projects and work orders through completion with strong ownership and follow-through.
·       Excellent written and verbal communication skills, including the ability to explain technical issues to non-technical audiences.
·       Strong organizational and time-management skills with the ability to manage multiple priorities simultaneously.
·       Experience coordinating vendors and holding service providers accountable for performance and quality.
·       Strong problem-solving skills and sound decision-making abilities in a fast-paced environment.
·       Proficiency with Microsoft Office and work order management systems.
·       Professional, collaborative, and customer service-oriented approach.
Education and experience
·       Bachelor’s Degree preferred.
·       Minimum two (2) years of experience managing in facilities, construction, or a related industry.
 
Company Benefits
·       Medical, dental and vision insurance
·       401(k) with generous employer match
·       Vacation, sick, personal, and mental health day
·       Commuter Benefits
·       Employee discount on store merchandise
·        Hybrid work model available

#HP123