Clerk Facility Services Coordination

Ahold Delhaize•Pleasant Hill, CA

2d•$17 - $25•Hybrid

About The Position

This position ensures all properties are maintained properly, efficiently, and as economically as possible. Coordinate all service maintenance job responsibilities for building, equipment, and site maintenance to ensure service standards and budget expectations are met. Handling of billbacks generated to reclaim service expenses, receiving extensive training for current procedures and guidelines. Service area responsibilities are appx. 2025+ locations across all banners supported.

Requirements

Proficient in Microsoft Office
Typing is a MUST
Demonstrate professional customer service experience, history of working in a service center or customer service center and familiarity with common service center tools (telephone, case management)
High School Diploma
Knowledge of the financial impact of activities and ability to communicate
Highly developed organizational and analytical skills with ability to manage multiple tasks simultaneously with excellent follow-up and attention to detail
Solid working knowledge of interior maintenance issues, repairs, contract bidding and negotiations relative to areas of responsibility.
Excellent problem solving/decision making skills.
Superior written, verbal, communication, and interpersonal skills.
Ability to prioritize and effectively handle multiple tasks and projects to meet deadlines.
Ability to interact with associates and leadership at all levels of the company
Ability to work in a fast-paced environment, making fast and accurate decisions
Versatile with ability to learn new processes and technical subject matter
Ability to work independently in a team environment and adapt to changing priorities with little supervision
Ability to prioritize daily work-related functions, projects, and repair needs for assigned workflow while maintaining effective communication with all teams involved

Responsibilities

Receive and direct dispatch of work orders created at store level for maintenance, landlord, loss prevention, IT, and Operations.
Ensure all operational procedures and requirements are met and being handled according to procedures, service agreements, and contracts.
Process and redirect declined work orders for all banners supported.
Review aging open work orders, request vendor quotes as needed, confirm leadership approves each expense.
Confirm completion with retail and/or maintenance personnel.
Monitor and initiate service repairs concerning mobile generators and switchgears ensuring effective power support during outages.
Partner with service providers and evaluate billing to coincide with quoted repairs.
Monitor and initiate refrigerant leak check verification work orders for EPA compliance and reporting. Ensure completion within the timeline to avoid fines.
Act as a liaison between retail, in house maintenance personnel, and service providers for facility-related service and maintenance issues.
Process phone, email, and computer-entered requests for service in a timely manner to maintain safe, compliant, and fully operational stores.
Flag work orders for account numbers, location numbers and capitalized expenses.
Effectively communicate the sequence of activities and resolution in the store maintenance software.
Provide status updates to leadership as appropriate.
Negotiate repair/replacement of parking lot paving or roof replacements as needed; obtain bids, follow scope of work, review quotes and monitor work through completion.
Receive and process project requests from leadership and upper management.
Pull store plans, verify compliance of local/state codes relating to installation, assist with generating scope of work, obtain bids and review for accuracy.
Award and schedule work coordinating with providers and execute through completion.
Research and properly code invoicing for expense or capital spend.
Maintain 98% ratio of suspense to open work orders.
Partner with government officials to avoid fines and penalties.
Receive and process requests from Central Station for temperature and humidity alarms at closed locations. Partner with service providers and leadership to coordinate repair and confirm completion.
Receive and process requests from refrigeration monitoring provider for communication failures. Partner with the maintenance supervisor/maintenance technician to correct communication issues for temperature and product integrity.
Use remote dial in to the store EMS panel to change lighting programs and schedules, confirm correct programming as well as monitor correct temperature and humidity.
Make store hour changes for lighting as requested from Operations.
Process invoices through store maintenance software to ensure timely payment.
Follow proper accounting procedures including ensuring correct account numbers, location numbers and capitalized expenses are utilized.
Research and process customer complaints relative to service maintenance.
Partner with Legal on safety issues reported through them.
Process any prospective vendor information that is received making it available to leadership.
Ensure safety and operating procedures are followed, complying with all Auditing Procedure reports identified in the Facilities Services Overview of System Procedures.
Ensure vendors and providers are properly insured and SOX procedures for all new vendors are implemented.
Generate billbacks to reclaim expenses for product loss, labor and or parts for service obligation for damages.
Attend training sessions scheduled with outside vendors for additional knowledge growth.
Inform leadership of any vendor changes.
Assist with data management in the store maintenance software. Verify and maintain information as needed.