Facilities & Maintenance Coordinator

Schwazze•Westminster, CO

4d•$26 - $28•Hybrid

About The Position

The Facilities & Maintenance Coordinator serves as the centralized operational and administrative hub for facilities and maintenance activities across Schwazze retail locations. Reporting directly to the Senior Director, Asset Protection & Fleet, this role is responsible for coordinating service requests, managing work order workflows, and ensuring the accurate entry, tracking, and reconciliation of all facilities and maintenance-related spend. The Facilities & Maintenance Coordinator serves as a critical control point for financial accuracy by validating invoices, maintaining complete cost records, and ensuring maintenance expenses are properly documented, coded, and reported. This role plays a key part in supporting budget visibility, audit readiness, and informed operational decision-making.

Requirements

High school diploma or equivalent required; Associate's degree or relevant coursework in facilities management, business administration, or a related field preferred
2 to 4 years of administrative or coordination experience in facilities, property management, retail operations, or a similar environment
Experience using work order or maintenance management systems (CMMS) preferred
Exposure to vendor coordination, invoice processing, and reporting strongly preferred
Experience supporting expense tracking, invoice reconciliation, or cost reporting in an operational environment strongly preferred
Strong organizational and administrative discipline with attention to detail
Clear and professional written and verbal communication skills
Demonstrated ability to manage and maintain highly accurate financial and cost data across multiple vendors, locations, and work orders
Ability to triage requests and manage competing priorities in a fast-paced retail environment
Proficiency with work order systems, tracking tools, and documentation workflows
Strong Microsoft Office skills, particularly Excel, Word, and Outlook
Ability to work cross-functionally and escalate issues appropriately
Must be able to obtain and maintain an active Marijuana Enforcement Division (MED) badge in the state of Colorado

Nice To Haves

Associate's degree or relevant coursework in facilities management, business administration, or a related field preferred
Experience using work order or maintenance management systems (CMMS) preferred
Exposure to vendor coordination, invoice processing, and reporting strongly preferred
Experience supporting expense tracking, invoice reconciliation, or cost reporting in an operational environment strongly preferred

Responsibilities

Serve as the central intake and control point for all facilities and maintenance service requests submitted by retail locations
Triage incoming requests by assessing urgency, scope, safety risk, regulatory impact, and operational priority
Coordinate and schedule service calls with approved vendors, internal technicians, and service partners
Create, manage, and close work orders within the facilities maintenance management system, ensuring complete and accurate documentation throughout the lifecycle
Monitor active work orders and proactively follow up with vendors and internal teams to drive timely resolution
Support preventive maintenance programs by tracking recurring services, inspections, certifications, and compliance schedules
Communicate service status, timelines, and resolution updates to site leaders and internal stakeholders
Ensure all work orders include accurate cost details, vendor information, and supporting documentation prior to closure
Verify that labor, materials, and service charges are fully and accurately recorded in the maintenance management system
Partner with vendors and internal teams to resolve discrepancies in scope, pricing, or documentation before invoices are processed
Serve as the primary owner of accurate facilities and maintenance spend data, ensuring all invoices are properly reviewed, coded, and matched to approved work orders
Validate invoice accuracy by confirming pricing, quantities, scope of work, and completion prior to approval routing
Ensure all maintenance-related expenses are entered accurately and timely to support budget tracking and financial reporting
Track spend by vendor, location, and category to support cost visibility and trend analysis
Escalate discrepancies, duplicate charges, or unauthorized expenses for resolution prior to payment
Maintain accurate and complete financial records related to maintenance and facilities spend, including invoices, purchase documentation, service contracts, and work order cost summaries
Support monthly and quarterly spend reporting, including reconciliation of actuals against budget and identification of variances
Ensure facilities spend data is audit-ready, traceable, and consistently maintained across systems
Prepare routine reports on maintenance volume, response times, completion rates, costs, trends, and vendor performance
Support facilities and asset protection leadership by compiling data for operational reviews, budgeting, and planning
Track maintenance-related expenses and support budget reconciliation and variance reporting
Record technician time, work completion details, and service notes within the maintenance management system
Ensure data integrity and consistency across systems to support accurate reporting and informed decision-making
Support internal and external audits by preparing documentation and responding to facilities-related inquiries