Retail Facilities Coordinator

Who we are…

JOB SUMMARY:

JOB DUTIES:

• Serve as the primary point of contact for all retail facilities-related issues across the retail portfolio.
• Coordinate, track, and follow up on maintenance requests, repairs, and preventive maintenance schedules using facilities management software; analyze patterns to recommend proactive solutions.
• Maintain clear, timely, and professional communication with internal stakeholders regarding facility issues, project updates, and timelines to minimize disruption.
• Maintain accurate documentation of facility assets, warranties and service agreements.
• Assist in developing and updating facility-related ROPs and emergency procedures.
• Support store teams during emergency events, including plumbing, HVAC, and electrical issues.
• Oversee the onboarding and management of external vendors, contractors and service providers in compliance with company standards.
• Maintain and update contact lists of vendors, landlords, and service partners across the retail portfolio.
• Manage competitive bidding, cost analysis, and service comparisons to ensure cost-effective facility solutions.
• Review, process, and track proposals, contracts, service agreements, and invoices within financial platforms.
• Utilize C3 Industries’ financial software for timely processing, approval, and tracking of contracts, invoices and service agreements.
• Support new store openings, remodels, refreshes, and special projects by coordinating facility-related tasks.
• Maintain and distribute weekly maintenance calendars, reports and project updates.
• Collaborate with Retail Operations, Legal, Compliance, Design & Construction teams to prioritize facility repairs and ensure regulatory compliance across the retail network while maintaining adherence to local and state laws, licensing requirements, and BFS standards.
• Support resolution of fire/life safety inspection deficiencies & ADA compliance.
• Foster positive working relationships with retail store managers and field leadership, serving as a reliable and solutions-oriented partner for facility needs.
• Collaborate with retail leadership and store managers to identify and resolve facility needs.
• Contribute to an innovative work environment that responds to changing business demands.
• Conduct miscellaneous administrative tasks including but not limited to copies, notetaking, distribution of notes and fielding of calls and questions.

SUPERVISORY RESPONSIBILITIES:

JOB REQUIREMENTS:

• 2+ years of experience in facilities coordination, retail operations, or property management.
• Strong organizational and project management skills with strong attention to detail.
• Excellent communication and vendor management skills.
• Effective communication skills and the ability to collaborate with internal teams and external partners.
• Proficiency in Microsoft Office and facilities management software (e.g., Freshservice, FMX).
• Maintain on-call availability, including weekends and holidays as needed, to ensure timely response to urgent facility issues.
• Familiarity with OSHA, local zoning & building codes.
• Ability to travel to retail locations as needed (up to 25%).

PHYSICAL REQUIREMENTS & WORKING CONDITIONS:

• Employee is occasionally required to sit, climb or balance, stoop, kneel, crouch, or crawl; the employee is frequently required to stand, walk, talk or hear; the employee is regularly required to use hands or fingers to, handle or feel, reach with hands and arms.
• Employee is occasionally required to lift up to 50 pounds; the employee is frequently required to lift up to 25 pounds.
• This position requires the ability to see clearly at close range and to adjust visual focus as needed to perform job duties.
• Employee is occasionally required to work near moving mechanical parts; the employee is frequently required to work in wet or humid conditions (non-weather).

Benefits

*Compensation Estimate Disclaimer