About the Role
We’re looking for a proactive, detail-oriented Facilities Manager to manage and support the day-to-day facilities maintenance needs across our retail and office locations. This person will serve as the first line of response to facility-related requests (e.g., plumbing, HVAC, electrical), coordinate service providers, manage supply ordering for retail spaces, and ensure smooth operational support across the board.
Responsibilities
- Act as the primary point of contact for all maintenance and break-fix requests from retail staff.
- Source, vet, and schedule local service providers (plumbers, electricians, HVAC techs, etc.) as needed.
- Coordinate logistics and service times between store teams and vendors.
- Verify and store documentation including Certificates of Insurance (COIs), work orders, and invoices.
- Track job status, follow up on unresolved issues, and ensure timely completion.
- Process vendor payments or submit payment details to internal finance team.
- Maintain a digital log of open/closed tickets using tools like Trello, Notion, or a facilities management system.
- Communicate clearly with store managers and internal stakeholders regarding issue status and resolution.
- Order and manage inventory of office and store supplies, including sourcing vendors, placing orders, and monitoring delivery timelines.
- Monitor stock levels for consumables (e.g., cleaning supplies, office basics, bathroom items) and proactively reorder to avoid shortages.
- Support store teams with ad hoc office management tasks, such as coordinating furniture setup, signage replacements, or minor repairs.
Skills & Qualifications
- 2+ years of administrative, operations, customer support, or facilities/office coordination experience.
- Excellent organizational and time-management skills.
- Proficiency in tools like Google Workspace, Slack, and project management software (e.g., Trello, Asana, or Notion).
- Comfortable working independently and making judgment calls based on limited input.
- Experience with inventory or supply management for remote or multi-site teams.
- Prior experience coordinating work across U.S. time zones or in a retail/brick-and-mortar environment.