Facilities & Maintenance Coordinator

About Us

Established in 1982, Bulk Barn is Canada's largest bulk food retailer with close to 300 stores and growing! The key to our success is progressive thinking, detailed/ methodical planning and flawless execution by passionate people across our organization. We strive to foster a balanced and flexible culture that benefits both our customers and employees.

Our Values:

• High Standards
• Passionate
• Committed
• Exciting and Fun
• Supportive
• Customer Oriented

What We Offer

In addition to a competitive compensation program and employer-paid benefits, we also include:

• 35-hour flexible work-week
• Use of top-tier on-site fitness facility at our Corporate Head Office free of charge to employees

Job Purpose

The Facilities & Maintenance Coordinator is responsible for the maintenance and repairs of both Corporate and Franchised stores in their assigned region by building relationships with Store Managers, Franchisees and third-party vendors/contractors to facilitate case completion. They will assist in the execution of all annual maintenance schedules, including but not limited to Wash & Re-lamp, Paint, Exterior Signage Painting/Cleaning and Fixture Pre-books.

Duties and Responsibilities

• Manage tasks/cases through effective use of established tools, controls, daily monitoring, timely problem resolution, and communication.
• Manage high-volume of multiple cases across the business, simultaneously, and work with your direct reports to resolve cases in order of urgency/priority.
• Identify priority cases that require immediate sense of urgency and manage issues using the appropriate communication method, depending on the nature of the issue (i.e. high-urgency cases communicated by phone with email follow-up).
• Investigate to get to the root cause of an issue by observing all data and photos provided through the Facilities & Maintenance queue, and request additional information, as needed.
• Identify service gaps with vendors and escalate issues as required.
• Source, evaluate, and negotiate multiple competitive vendor quotes for all repairs to ensure optimal pricing, quality, and service levels acceptable to business expectations and update the sub-trade list by store.
• Tender all annual maintenance programs including but not limited to, Wash & Re-lamp, Paint, Exterior Sign Backer Cleaning/Painting for the preparation of the annual department budget.
• Log all cases as they are received for your assigned region and respond to all requests using the appropriate communication method, depending on the nature of the issue (i.e. high-urgency cases communicated by phone with email follow-up).
• Identify aged and priority cases and work towards timely completion, request assistance, as required.
• Investigate to get to the root cause of an issue by observing all data and photos provided through the Facilities & Maintenance queue, and request additional information, as needed.
• Manage high-volume of multiple cases across your assigned region, simultaneously, and resolve cases in order of urgency/priority.
• Consistently audit the Facilities & Maintenance Log to ensure that deficiencies/tasks are logged properly, photos are saved to Case ID and that issues are clearly communicated to appropriate vendors, as necessary.
• Build and maintain strong relationships with your client group, internal stakeholders, external vendors/contractors by providing regular and proactive communication to ensure each case is supported at every stage of the repair/maintenance process.
• Manage multiple sub-trades to fix a repair at store level which may include the coordination of ordering fixtures and equipment to stores in line with sub-trades timing.
• Source, evaluate, and negotiate multiple competitive vendor quotes for all repairs to ensure optimal pricing, quality, and service levels acceptable to business expectations.
• Regularly source and update the sub-trade list by store.
• Create Request for Approval in SoftCo in accordance with both department and Company processes.
• For Franchised store locations, send Cost Acknowledgments for approval prior to creating the Request for Approval in SoftCo, as required.
• Provide updates of any changes to the calendared dates to pertaining to any maintenance schedules, including but not limited to Wash & Re-lamps, Interior Paint, Exterior Sign Backers and Rollouts.
• Submit surveys to stores through portal as required by the business.
• Gather the tender for all store maintenance, including but not limited to, Wash & Re-lamp, Paint, Exterior Sign Backer Cleaning/Painting for budget on an annual basis, for submission to VP, Store Development.
• Assist the in the preparation and submission of the department budget as it relates to annual maintenance schedules.
• Engage manager when cases are not progressing for any reason, including if vendors are not responding, following through or fail to meet Company expectations.
• Provide updates in weekly team meetings with Store Operations (Regional Directors/Managers, District Managers and Store Managers) to review outstanding scope of pending and/or critical cases.
• Assist Finance with outstanding PO issues as they arise for month end and year end.
• Assist the Administrative Coordinator, to update logs of equipment at store level, to include equipment details (make, model, serial number) for each store in your assigned region.
• Provide consistent status reports for all outstanding issues and actively participate during F&M meetings.
• Provide after-hour coverage (evening and weekends), on a rotational basis, of the Facilities & Maintenance queue for all stores.
• Any other duties, as required by the business.

Qualifications, Experience & Knowledge

• Post- Secondary Education in Administration.
• Post- Secondary Education in Project Management, Construction and/or Facilities and Maintenance.

• 1-3 years’ experience coordinating facility and maintenance projects in a retail environment.

• 1-3 years’ experience sourcing and managing vendors with a strong focus on price negotiation.

• 1-3 years’ experience working in a fast paced, deadline driven environment.
• 1-3 years’ experience working with simultaneous tasks/cases.
• Ability to organize workflow, multi-task at high levels, and manage changing priorities within specified timelines.

• Basic working knowledge of accounting principles and experience with purchase orders and invoicing.

• Excellent communication skills (both oral and written).
• Fluent in Microsoft Office Suite.
• Resourceful, attentive to detail and accurate record maintenance.

Bulk Barn Foods Limited is an equal opportunity employer that values diversity in the workplace. Accommodation is available in accordance with the AODA, if requested.

Thank you for your interest. Only those candidates who are selected for an interview will be contacted. No telephone calls please.