Facilities Facilities Project Coordinator

OVERVIEW

As a Retail Facilities Project Coordinator, you will serve as the operational engine of the Retail Facilities team, owning the day-to-day management of Service Channel work orders across the region from creation through completion. 

You will report directly to the Senior Manager of Retail Facilities who will provide dedicated coordination support across multiple Facilities Managers throughout the region. This role is the department's central point of contact for work order tracking, vendor follow-up, and administrative execution — managing the high-volume, detail-intensive workload of the department so Facilities Managers are freed up to focus on capital projects, high-visibility store initiatives, and in-person store visits.  

The ideal candidate is highly organized, detail-oriented, and thrives on staying ahead of a fast-moving queue of open tickets. This is a desk-based, tool-driven role centered on Service Channel: you will spend the majority of each day reviewing, triaging, and following up on work orders to ensure nothing falls through the cracks. 

RESPONSIBILITIES  

• Own the daily review and triage of all Service Channel work orders across the region, monitoring queues to ensure every ticket is assigned, actioned, and progressing toward resolution. 
• Follow up proactively with vendors and service providers on open work orders — chasing responses, scheduling, quotes, and completion documentation — to keep tickets moving and prevent aging. 
• Track work order aging and escalate stalled, overdue, or high-priority tickets to the appropriate Facilities Manager with the context needed for quick decision-making. 
• Manage the tedious, high-volume administrative workload of the department (data entry, status updates, documentation, notes) so that Facilities Managers can prioritize store visits, high-visibility locations, and project work. 
• Support multiple Facilities Managers across the region, acting as a shared coordination resource and single point of continuity for work order status across their portfolios. 
• Secure complete and accurate vendor proposals, quotes, and required documentation (COIs, W-9s, etc.) prior to work order approval, and route for sign-off per approval thresholds. 
• Maintain accurate, current records in Service Channel, including notes, statuses, invoices, and supporting documentation, to support audit-readiness and reporting. 
• Generate regular work order status reports and dashboards for Facilities Managers and leadership, highlighting aging tickets, spend trends, and vendor performance. 
• Identify recurring issues, bottlenecks, or opportunities to improve Service Channel workflows and recommend process or tool enhancements. 
• Support vendor onboarding and training on the Service Channel platform to drive adoption, compliance, and consistent use across the vendor network. 
• Assist with coordinating preventive maintenance schedules and confirming completion in line with company and legal safety guidelines. 
• Support cost tracking, invoice coding, and budget reconciliation for the region's repairs and maintenance spend. 
• Establish and maintain strong working relationships with store teams, regional operations managers, landlords/building managers, and vendors. 
• Provide additional administrative and project support to the region's Facilities Managers as needed. 

QUALIFICATIONS

• Strong organizational skills with the ability to manage a high volume of open items simultaneously 
• Highly detail-oriented with a strong sense of urgency and follow-through 
• Strong written and verbal communication skills, particularly with vendors and cross-functional stakeholders 
• Ability to prioritize workload and consistently meet deadlines 
• Comfortable working autonomously in a fast-paced, high-volume environment 
• Proactive, positive, and professional nature 
• Strong analytical and problem-solving skills to resolve issues quickly and effectively 
• Ability to remain calm and effective under pressure 
• Team player able to support multiple stakeholders and shifting priorities
• Service Channel experience; ability to quickly learn and navigate work order management platforms 
• Intermediate to advanced proficiency in Microsoft Word, Excel, and PowerPoint 
• 2–4 years of experience in facilities coordination, facilities administration, or a similar operations/support role, preferably within a retail or multi-location environment 
• Working knowledge of building systems (plumbing, HVAC, electrical) sufficient to triage and communicate issues, though hands-on repair is not required 
• Understanding of fundamental budgeting, invoicing, and expense-tracking processes 
• Ability to read basic building plans and vendor documentation 
• Strong administrative and time-management skills, with the ability to support multiple Facilities Managers at once 
• Ability to work independently while keeping stakeholders informed of status and next steps