Maintenance Services Clerk

City Facilities Management (US) LLC•Salisbury, NC

3d•Hybrid

About The Position

The Maintenance Services Clerk coordinates maintenance service activities for more than 2,200 properties across the client’s banners. The role helps ensure building, equipment, and site maintenance is completed efficiently and economically, meets service standards and budget expectations, and that eligible service expenses are reclaimed through billbacks. This hybrid position requires commuting to Salisbury, North Carolina, at least three times a week. The Clerk serves as a liaison among the client, in-house maintenance personnel, and service providers. The role processes and tracks maintenance requests and projects, coordinates vendor work and approvals, monitors compliance-related repairs, and supports accurate invoice processing, accounting, and maintenance-system data. Additional duties may be assigned to meet business needs and support company values.

Requirements

High school diploma or equivalent.
Proficiency in Microsoft Office.
Professional customer service experience and a history of working in a service center or customer service center; familiarity with common service center tools such as telephone and case management.
Knowledge of the budgetary impact of activities and ability to communicate about it.
Highly developed organizational and analytical skills, with ability to manage multiple tasks simultaneously and demonstrate excellent follow-up and attention to detail in a fast-paced environment.
Solid working knowledge of interior maintenance issues, repairs, contract bidding, and negotiations relevant to areas of responsibility.
Excellent problem-solving and decision-making skills.
Ability to work independently in a team environment and adapt to changing priorities with little supervision.
Ability to prioritize daily work functions, projects, and repair needs for assigned workflow while maintaining effective communication with involved teams.
Superior written, verbal, communication, and interpersonal skills.

Nice To Haves

General knowledge of accounting principles.
Ability to interact with associates and leadership at all levels of the company.
Versatility and ability to learn new processes and technical subject matter.
Store experience across all departments.

Responsibilities

Receive and direct store-generated work orders for maintenance, landlord, loss prevention, IT, and operations; ensure procedures, service agreements, and contracts are followed.
Process and redirect declined work orders for all supported banners.
Generate billbacks to recover expenses for product loss, labor, and parts associated with service-obligation damages.
Review aging open work orders, request vendor quotes as needed, confirm leadership approval of expenses, confirm completion with the client, and maintain a 98% follow-up ratio.
Monitor and initiate repairs involving mobile generators and switchgears, and ensure billing matches quoted repairs.
Initiate and monitor refrigerant leak-check verification work orders for EPA compliance and reporting, ensuring timely completion to avoid fines.
Process refrigeration-monitoring provider requests concerning communication failures and Central Station requests concerning temperature and humidity alarms at closed locations.
Act as liaison among the client, in-house maintenance personnel, and service providers on facility service and maintenance issues.
Process phone, email, and computer-entered service requests promptly to help maintain safe, compliant, fully operational stores.
Flag work orders for account numbers, location numbers, and capitalized expenses; document activity and resolution in the store maintenance software and provide leadership with status updates as appropriate.
Coordinate parking-lot paving and roof repair or replacement work, including obtaining bids, following scopes of work, reviewing quotes, and monitoring work through completion.
Receive and process project requests from leadership and upper management; obtain store plans, verify local and state code compliance for installations, assist with scopes of work, obtain and review bids, award and schedule work, and coordinate completion.
Research and properly code invoices as expense or capital spend.
Process invoices through store maintenance software and follow accounting procedures, including using correct account numbers, location numbers, and capitalized expense designations.
Ensure safety and operating procedures are followed and comply with audit procedures identified in the Facilities Services Overview of System Procedures.
Verify that vendors and providers are properly insured and implement SOX procedures for new vendors.
Assist with store maintenance software data management and verify and maintain information as needed.