Maintenance Services Clerk

City Facilities Management (US) LLC • Portland, ME

2d • Onsite

About The Position

Maintenance Services Clerk Candidate needs to be able to commute to Scarborough, ME 3x a week. This position ensures 2200+ properties across the client’s banners are maintained properly, efficiently, and economically. Responsibilities include coordination of all service maintenance job responsibilities for building, equipment, and site maintenance, ensuring service standards and budget expectations are met and the handling of billbacks generated to reclaim service expenses. Primary 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 handled according to procedures, service agreements, and contracts. Process and redirect declined work orders for all banners supported. Generate billbacks to reclaim expenses for product loss, labor and or parts for service obligation for damages. Review aging open work orders, request vendor quotes as needed, confirm leadership approves each expense. Confirm completion with the client. Maintain 98% follow up ratio. Monitor and initiate service repairs concerning mobile generators and switchgears ensuring effective power support during outages. Ensure billing coincides 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. Receive and process requests from refrigeration monitoring provider for communication failures. Receive and process requests from Central Station for temperature and humidity alarms at closed locations. Act as a liaison between the client, 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. 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. 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. Assist with data management in the store maintenance software. Verify and maintain information as needed. Additional job duties may be assigned as needed to meet the needs of the business and support our values.

Requirements

• High School Diploma or equivalent.
• Proficient in Microsoft Office.
• 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).
• Knowledge of the budgetary 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 within a fast-paced environment.
• Solid working knowledge of interior maintenance issues, repairs, contract bidding and negotiations relative to areas of responsibility.
• Excellent problem solving/decision making skills.
• 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.
• Superior written, verbal, communication, and interpersonal skills.
• Maintenance Services Clerk Candidate needs to be able to commute to Scarborough, ME 3x a week.

Nice To Haves

• General knowledge of accounting principles.
• Knowledge of the budgetary impact of activities and ability to communicate.
• Ability to interact with associates and leadership at all levels of the company.
• Versatile with ability to learn new processes and technical subject matter.
• Store experience across all departments.

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 handled according to procedures, service agreements, and contracts.
• Process and redirect declined work orders for all banners supported.
• Generate billbacks to reclaim expenses for product loss, labor and or parts for service obligation for damages.
• Review aging open work orders, request vendor quotes as needed, confirm leadership approves each expense.
• Confirm completion with the client.
• Maintain 98% follow up ratio.
• Monitor and initiate service repairs concerning mobile generators and switchgears ensuring effective power support during outages.
• Ensure billing coincides 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.
• Receive and process requests from refrigeration monitoring provider for communication failures.
• Receive and process requests from Central Station for temperature and humidity alarms at closed locations.
• Act as a liaison between the client, 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.
• 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.
• 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.
• Assist with data management in the store maintenance software.
• Verify and maintain information as needed.

Benefits

• CBES is part of a global network of leading professional services, infrastructure management, and data-driven sustainability solutions firms for starters.
• We offer a generous benefits package that includes 28 days of PTO along with a 401(k) with immediate vesting and company match.
• City is part of a global network of leading facilities management, professional services, and data-driven sustainability solutions, for starters.
• Also, we offer a generous benefits package that includes 28 days of PTO along with a 401(k) match with immediate vesting and company match.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED