Position Overview:
This role combines responsibilities for coordinating retail repair, maintenance, and improvements under the direction of the Director of Construction and Facilities, while also providing administrative support to office operations. The successful candidate will manage contractor relationships, monitor task software for project progress, and ensure projects meet quality and safety standards, while handling administrative duties for the executive office. Flexibility is required for handling retail emergency calls during holidays, weekends, and after hours. Strong negotiation skills are also essential for managing contractor agreements and resolving issues.
Key Responsibilities:
Retail Repair & Maintenance Coordinator (Reporting to Director of Construction and Facilities)
Coordinate and schedule contractors for retail repair, maintenance, and improvement projects across various locations.
Collaborate with the Director of Construction and Facilities to ensure project goals, timelines, and budgets are met.
Monitor project progress using maintenance management task software, ensuring timely completion, adherence to quality standards, and compliance with safety regulations.
Serve as the primary point of contact between contractors, vendors, and retail managers, addressing any issues or delays.
Negotiate contracts and resolve issues with contractors and vendors to ensure favorable terms and successful project outcomes.
Conduct site inspections to ensure work meets company standards and regulatory compliance.
Manage procurement of materials, track expenses, and maintain records of maintenance and repair activities.
Demonstrate flexibility to handle emergency calls on holidays, Saturdays, Sundays, and during non-standard hours.
Executive Assistant Manager (CEO & COO)
Provide administrative support, including scheduling meetings, managing calendars, and handling correspondence for the CEO and COO.
Assist in preparing reports, presentations, and other business documents as requested by executive leadership.
Oversee office operations, including ordering supplies, coordinating logistics, and maintaining a well-organized workspace.
Facilitate communication between the executive office and other departments or stakeholders.
Assist with planning and organizing executive meetings, events, and travel arrangements.
Handle administrative tasks such as expense reports and special projects as needed by the executive leadership.
Qualifications:
Proven experience in facilities management, contractor coordination, or related fields, with a strong understanding of project management.
Experience with maintenance management task software to track project progress and ensure adherence to quality and safety standards.
Excellent organizational skills, with an ability to prioritize tasks and manage multiple projects simultaneously.
Strong written and verbal communication skills for interactions with contractors, vendors, and executive leadership.
Proven negotiation skills to manage contractor agreements and resolve issues effectively.
Demonstrated flexibility to handle emergency calls on holidays and weekends.
Experience in executive assistant or office management roles, proficient in administrative tasks.
Proficiency in office software (e.g., Microsoft Office, Monday.com) and project management tools.
Preferred Qualifications:
Experience in retail or construction industries preferred.
Ability to handle confidential information with discretion and manage competing priorities effectively.