Published 2026-01-09
Join the Freshco Team. Join the Freshco Movement!
Are you an experienced and highly motivated Facilities Maintenance Coordinator looking for an incredible new experience? Or are you a fun, smart, organized team player with coordinating and office experience? If yes, keep on reading...@www.freshco.ca
*We are not affiliated with the Fresh Co grocery store chain or any IT services company .*
Job Summary: Freshco's Facilities Maintenance Coordinator is responsible for servicing multi-site retail clients across North America. From start to finish, Facilities Coordinators process work order requests received by our clients, and follow them through to completion into the billing process. Furthermore, the Coordinator negotiates rates and develops meaningful relationships with the technicians and monitors their performance.
Professionally respect Freshco with clients, including store managers, corporate facilities managers, technicians, and all other external stakeholders as directed.
Responsibilities of this position include but are not limited to the following:
Work Order & System Management
Create, log, and manage all maintenance requests in Freshco’s work order management system (Quick Base)
Maintain detailed work order records, including notes, follow-up dates, technician details, and financial summaries
Update client platforms accurately and in a timely manner
Organize and prioritize incoming emails based on urgency and severity
Prepare end-of-day reports and manage work order escalations
Scheduling & Dispatch
Schedule and dispatch appropriate technicians to complete maintenance requests
Ensure all work orders are completed within client Service Level Agreements (SLAs)
Verify technicians meet all Freshco and client compliance requirements
Ship required parts or devices to technicians and/or store managers as needed
Technician & Vendor Management
Negotiate technician rates while ensuring designated margins are achieved
Build and maintain respectful, professional relationships with technicians
Obtain and review technician quotes, including scope of work, materials, labor, and pricing
Collaborate with the Vendor Relations Team to source and onboard new technicians in assigned service areas
Financial & Invoicing Oversight
Prepare quotes in Quick Base for review by the Senior Coordinator or Facilities Maintenance Manager
Confirm correct tax rates and enter quotes into client platforms for approval
Manage “awaiting technician bills” in coordination with the Administrative Coordinator to ensure invoices are received within 5–7 business days
Audit invoices for accuracy, approve, and move to invoicing status
Monitor client and technician rates to ensure margin targets are met
Collaboration & Communication
Collaborate with internal teams across North America, including Invoicing and Vendor Relations
Work directly with store managers and/or landlords on facility improvements and general maintenance issues
Work Schedule & Location
Standard shifts consist of a 40-hour work week, either 9:00am–5:00pm or 1:00pm–9:00pm, Monday through Sunday
Participate in rotating after-hours on-call overnight shifts as assigned
Work from the local office in accordance with company policies, or remotely when permitted
Education and other skills:
Minimum of 4 years experience in a multi-site facilities maintenance environment preferred, or 3+ years of experience in customer service or administrative support
Exceptional computer skills: MS Office (Word, Excel, Power Point, Access)
Experience using Quick Base, Service Channel and other work order platforms
Bi-lingual language skills is an asset
Exceptional communication and interpersonal skills required
Willingness and ability to learn to meet the changing requirements of the position
Ability to work effectively and independently from a local Freshco office or remotely
Other duties and qualities required for this position:
Willing to participate in Freshco's philanthropy initiatives
Contributes to ideas to advance their position, the division, and even Freshco overall
Demonstrates an \"intrapreneur\" mind-set and related actions
Open to preforming other duties as required
Takes full accountability for their actions and reactions - wins and losses
Apply today!
Freshco is committed to equal employment opportunity and to attracting and retaining the most qualified employees regardless of race, national origin, religion, sexual orientation, gender, age, or disability. Please note that any offer of employment may be subject to reference checks and background checks, including a criminal record check as part of the selection process.
Job Type: Full-time
Salary: CA$50,000.00 - CA$65,000.00 per year
Benefits:
Dental care
Employee assistance program
Extended health care
Flexible schedule
On-site parking
Paid time off
Vision care
Work from home
Work Location: Remote
