Maintenance Services Clerk

City Building Engineering Services•Salisbury, NC

1d•Hybrid

About The Position

The Maintenance Services Clerk coordinates service and maintenance work for more than 2,200 properties across client banners, helping ensure buildings, equipment, and sites are maintained efficiently, economically, and in line with service standards and budget expectations. The role processes and coordinates maintenance requests, tracks work orders through completion, manages billbacks and invoices, and serves as a liaison among clients, in-house maintenance personnel, vendors, and service providers. It also supports compliance, project work, and maintenance-software data management. The position is hybrid and requires the ability to commute to Salisbury, North Carolina, at least three times a week.

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, including telephone and case-management systems.
Knowledge of the budgetary impact of activities and ability to communicate that impact.
Highly developed organizational and analytical skills, with the ability to manage multiple tasks, follow up effectively, and maintain attention to detail in a fast-paced environment.
Solid working knowledge of interior maintenance issues, repairs, contract bidding, and negotiations related 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 while maintaining effective communication with all 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 dispatch of store-level work orders for maintenance, Landlord, loss prevention, IT, and Operations.
Ensure operational procedures and requirements are handled according to procedures, service agreements, and contracts.
Process and redirect declined work orders for all supported banners.
Generate billbacks to reclaim expenses related to product loss, labor, parts, or 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 service repairs for mobile generators and switchgears to support power during outages, and ensure billing matches quoted repairs.
Monitor and initiate refrigerant-leak-check verification work orders for EPA compliance and reporting, ensuring completion within required timelines.
Receive and process refrigeration-monitoring-provider requests for communication failures and Central Station requests for temperature and humidity alarms at closed locations.
Act as a 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, and fully operational stores.
Flag work orders for account numbers, location numbers, and capitalized expenses; document activity sequences and resolutions in store maintenance software; and provide status updates to leadership as appropriate.
Coordinate parking-lot paving or roof-replacement work as needed, including obtaining bids, reviewing scopes and quotes, and monitoring work through completion.
Receive and process project requests from leadership and upper management; pull store plans, verify local and state code compliance for installations, help develop scopes of work, obtain and review bids, award and schedule work, and coordinate projects through completion.
Research and properly code invoices for expense or capital spend, then process invoices through store maintenance software for timely payment.
Follow accounting procedures, including using correct account numbers, location numbers, and capitalized expenses.
Ensure safety and operating procedures are followed and comply with auditing procedure reports identified in the Facilities Services Overview of System Procedures.
Ensure 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.
Perform additional duties as assigned to meet business needs and support company values.