Facilities Manager

Havenly Brands (Havenly, Interior Define, Burrow, The Citizenry, The Inside, and St. Frank)•Quinte West, ON

About The Position

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.

Requirements

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.

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.