Overview
Facilities Maintenance Coordinator – Facilities Firm Jobs in Kelowna, Canada at FreshCo
Position: After Hours Facilities Maintenance Coordinator – Award Winning Facilities Firm )
Job Summary
Freshco’s After Hours Facilities Maintenance Coordinator is responsible for servicing multi-site retail clients across North America. From start to finish, Facilities Coordinators process work order requests received by our clients, and follow them through to completion into the billing process. They negotiate rates, develop meaningful relationships with technicians, and monitor performance.
Responsibilities Work Order & System Management
- Create, log, and manage all maintenance requests in Freshco’s work order management system (Quick Base)
- Maintain detailed work order records, including notes, follow-up dates, technician details, and financial summaries
- Update client platforms accurately and in a timely manner
- Organize and prioritize incoming emails based on urgency and severity
- Prepare end-of-day reports and manage work order escalations
Scheduling & Dispatch
- Schedule and dispatch appropriate technicians to complete maintenance requests
- Ensure all work orders are completed within client Service Level Agreements (SLAs)
- Verify technicians meet all Freshco and client compliance requirements
- Ship required parts or devices to technicians and/or store managers as needed
Technician & Vendor Management
- Negotiate technician rates while ensuring designated margins are achieved
- Build and maintain respectful, professional relationships with technicians
- Obtain and review technician quotes, including scope of work, materials, labor, and pricing
- Collaborate with the Vendor Relations Team to source and onboard new technicians in assigned service areas
Financial & Invoicing Oversight
- Prepare quotes in Quick Base for review by the Senior Coordinator or Facilities Maintenance Manager
- Confirm correct tax rates and enter quotes into client platforms for approval
- Manage “awaiting technician bills” in coordination with the Administrative Coordinator to ensure invoices are received within 5–7 business days
- Audit invoices for accuracy, approve, and move to invoicing status
- Monitor client and technician rates to ensure margin targets are met
Collaboration & Communication
- Collaborate with internal teams across North America, including Invoicing and Vendor Relations
- Work directly with store managers and/or landlords on facility improvements and general maintenance issues
Education and Other Skills
- Minimum of 4 years experience in a multi-site facilities maintenance environment preferred, or 3+ years of experience in customer service or administrative support
- Exceptional computer skills: MS Office (Word, Excel, PowerPoint, Access)
- Experience using Quick Base, Service Channel and other work order platforms
- Bi-lingual language skills is an asset
- Exceptional communication and interpersonal skills required
- Willingness and ability to learn to meet the changing requirements of the position
- Ability to work effectively and independently from a local Freshco office or remotely
Other Duties and Qualities Required
- Willing to participate in Freshco’s philanthropy initiatives
- Contributes to ideas to advance their position, the division, and even Freshco overall
- Demonstrates an “intrapreneur” mind-set and related actions
- Open to preforming other duties as required
- Takes full accountability for their actions and reactions – wins and losses
Benefits
- Dental care
- Employee assistance program
- Extended health care
- Flexible schedule
- On-site parking
- Paid time off
- Vision care
- Work from home
Employment Details
Job Type: Part-time
Pay: $25.00 – $30.00 per hour
Work Location:
Remote
Weekly hours will vary based on operational needs but will not exceed 36 hours per week.
Equal Employment Opportunity
Freshco is committed to equal employment opportunity and to attracting and retaining the most qualified employees regardless of race, national origin, religion, sexual orientation, gender, age, or disability. Please note that any offer of employment may be subject to reference checks and background checks, including a criminal record check as part of the selection process.
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Title: Facilities Maintenance Coordinator – Facilities Firm
Company: FreshCo
Location: Kelowna, Canada
Category: