Facilities & Construction Specialist

Responsibilities…

• Accepts (or creates) works orders via an on-line tool, assigns work orders to internal/external technicians, subcontractors and vendors

• Follow up and accurately update work order notes and status

• Troubleshoot and help guide operations with their facility issues

• Ensure preventive maintenance programs are performed as specified

• Prioritize and respond urgently to facility issues that may cause interruption to operations and the safety of customers and employees

• Communicate and coordinate with landlords, vendors, suppliers, local government agencies, and internal employees

• Source and order equipment and materials via on-line suppliers

• Review and validate lease documentation to determine responsibility

• Answer phone calls, directing calls, and assist in a professional manner

• Review, validate, negotiate, and process vendor provided documentation such as proposals, invoices, insurance, service level agreements, rate sheets, construction documents and any other necessary documentation

• Assist with vendor communications and budget reporting

• Maintain and support department goals and objectives 

• Receive, process and ship boxes of materials and supplies

• Manage the quality of work and budget costs

• Set up utilities with local companies

• Coordinate, track, and maintain all project documentation, including, but not limited to, project plans, deliverables, timelines, resource plans, communications, inventory logs, progress reports, closeout packages and meeting minutes

• Coordinate and facilitate meetings. Prepare agendas, presentations, and all other necessary meeting materials.

• Ensure project team members meet assigned project deliverables and deadlines

• Report on progress and challenges

• Work flexible hours such as being on-call for work related emergencies 7 days a week / 24 hours a day.

• Travel for the purposes of departmental growth and overseeing the build-out, opening and closing of stores (20% travel)

• Ad-hoc projects, roll-outs and miscellaneous tasks as assigned by the department.

• Supporting Home Office projects and special events

Requirements…

• Basic/general knowledge and experience in Facilities and Construction

• Read construction documents

• Ability to solicit, review, and negotiate project proposals submitted by vendors

• Proficient in computer skills: Microsoft Office Suite

• Must be customer service oriented

• Strong attention to details and highly organized

• Excellent time management and organizational skills

• Flexible to adapt to changing procedures, systems, and priorities

• Highly motivated and is able to maintain positive company morale

• Excellent communications skills (written and verbal)