Job Description:

Retail Facilities Coordinator Position Summary We are seeking a highly organized and proactive Retail Facilities Coordinator to oversee maintenance requests across our retail locations. This position will receive, prioritize, assign, and track service requests by coordinating with qualified local contractors and service providers for electrical, plumbing, HVAC, general repairs, and small construction projects. The ideal candidate has strong communication and organizational skills, practical knowledge of building maintenance, and the ability to manage multiple vendors, locations, and projects simultaneously. This role will also support cost control by negotiating vendor quotes, evaluating pricing, and identifying opportunities to reduce maintenance and facilities-related expenses without compromising quality or service. Key Responsibilities

• Receive, review, and prioritize maintenance requests from retail stores and the corporate office.
• Determine the appropriate trade, urgency, and next steps for each request.
• Assign work to approved local vendors and contractors, including:
• Electrical
• Plumbing
• HVAC
• Carpentry and drywall
• Flooring, ceilings, painting, and general repairs
• Doors, locks, fixtures, and lighting
• Small construction and remodeling projects
• Obtain, review, and compare vendor estimates and proposals.
• Negotiate pricing, labor rates, scopes of work, timelines, warranties, and service terms with vendors and contractors.
• Identify cost-saving opportunities, including alternative repair solutions, competitive bidding, preferred-vendor pricing, preventive maintenance, and reducing repeat service calls.
• Analyze maintenance expenses, vendor performance, recurring repairs, and project costs to recommend opportunities for reducing expenses.
• Secure required approvals before work begins.
• Coordinate service schedules between vendors and store management.
• Communicate job status, timelines, delays, and completion details to relevant stakeholders.
• Track work orders from initial request through completion and closeout.
• Verify that work has been completed properly and that stores are satisfied with the service.
• Review invoices for accuracy, scope compliance, negotiated pricing, and proper authorization.
• Resolve discrepancies between approved quotes, completed work, and submitted invoices.
• Maintain accurate records of vendors, work orders, estimates, invoices, warranties, permits, and cost-saving initiatives.
• Build and maintain strong relationships with local contractors and service providers.
• Confirm vendors are properly licensed and insured when required.
• Ensure contractors follow company safety standards, store procedures, and applicable building codes.
• Escalate emergency issues, recurring problems, budget concerns, and major repairs to management.
• Assist with preventive maintenance scheduling and identify recurring facility issues.
• Support store openings, closings, remodels, relocations, and other small construction projects.
• Conduct site visits when necessary to assess conditions, verify work, or coordinate projects.
• Help develop service standards, preferred-vendor lists, maintenance procedures, and purchasing guidelines.
• Prepare reports regarding maintenance activity, vendor costs, budget performance, and potential expense reductions. Qualifications
• 2-5 years of experience in facilities coordination, property management, retail maintenance, construction coordination, or a related field.
• Experience coordinating multiple vendors, service providers, or contractors.
• Working knowledge of general commercial building systems and maintenance.
• Familiarity with electrical, plumbing, HVAC, carpentry, and general construction work.
• Strong organizational and time-management skills.
• Excellent verbal and written communication skills.
• Ability to prioritize urgent issues and manage multiple work orders at once.
• Experience reviewing and negotiating estimates, proposals, contracts, or invoices.
• Strong analytical and cost-control skills, with the ability to identify opportunities to reduce expenses.
• Proficiency with email, spreadsheets, work-order systems, and Microsoft Office.
• Ability to review estimates and invoices for accuracy and pricing competitiveness.
• Strong problem-solving and customer-service skills.
• Ability to travel locally to retail locations, vendors, or job sites as needed.
• High school diploma or equivalent required; technical, construction, or facilities-related education is a plus. Preferred Qualifications
• Experience supporting multiple retail locations.
• Experience with a computerized maintenance management system or ticketing platform.
• Knowledge of commercial leases and landlord-versus-tenant maintenance responsibilities.
• Experience managing small construction or renovation projects.
• Familiarity with local permits, inspections, and building requirements.
• Experience with vendor negotiations, competitive bidding, or facilities cost-reduction programs.
• OSHA, HVAC, electrical, or other relevant certifications are a plus. Key Performance Indicators
• Timely response and resolution of maintenance requests.
• Vendor performance, service quality, and cost control.
• Successful negotiation of competitive pricing and service terms.
• Identification and implementation of maintenance expense-reduction opportunities.
• Accurate work-order, estimate, and invoice documentation.
• Store satisfaction with maintenance services.
• Reduced repeat service calls and recurring facility issues.
• Completion of projects within approved budgets and timelines.
• Improved vendor accountability and adherence to agreed scopes of work. Physical and Work Requirements
• Ability to work in an office and retail-store environment.
• Occasional travel to stores and job sites.
• Ability to inspect maintenance conditions, walk through construction areas, and work around equipment and contractors.
• May occasionally require availability for urgent maintenance issues outside regular business hours. Position Type

• Job Title:

  Retail Facilities Coordinator

•

Department:

Operations / Facilities•

Reports To:

Vice President of Retail•

Location:

North Bergen, NJ•

Employment Type:

Full-time #

IDCP Pay:

$50,000.00

• $60,000.

00 per year

Benefits:

401(k) Dental insurance Employee discount Health insurance Health savings account Life insurance Paid time off Vision insurance

Work Location:

In person