Retail Facilities Coordinator - Contract

SmartRecruiters, Inc.; Brampton; On-site; CAD 50,000 - 65,000; Full time

Job summary

Indigo is seeking a Facilities Coordinator who will manage help tickets for assigned stores, coordinate contracting, and ensure timely invoicing and payments while upholding safety standards. You will work closely with store leadership to improve service quality and drive cost-efficient maintenance.

This full-time role reports to the Senior Manager Facilities & Retail Services, requires minimal travel to Indigo stores and the Home Office, and may include on-call rotations.

Qualifications

• Minimum five years of retail experience or experience supporting retail.
• Sound knowledge of facility maintenance and repairs.
• Experience in expense and budget management.
• Proven ability to collaborate with vendors and manage contracts.
• Proficient with Microsoft 365 and invoicing software.

Responsibilities

• Manage all Help Tickets for assigned stores within time frames.
• Communicate schedules, updates and resolutions to store leadership.
• Coordinate contracting and completion of Facilities work in stores.
• Measure vendor performance and ensure timely payments of invoices.
• Ensure compliance with health and safety regulations.
• Develop and audit maintenance plans for new/renovated stores.

Skills

Retail experience

Facilities management

Budget management

Vendor collaboration

Microsoft 365

Invoicing software

Tools

Microsoft 365

Facility ticketing software

Job description

• Contract
• Department: Other
• Employee Type: Contract
• Full-Time/Part-Time: Full-Time
• Compensation: CAD 50,000 - CAD 65,000 - yearly

Company Description

WHO WE ARE

Indigo is a physical and digital place inspired by and filled with books, ideas, beautifullydesigned lifestyle products, and the creative people who help make it all happen. We believein real books, living life fully and generously, being kind to each other and to the environment,and that stories - big and little - connect us. Indigo is our customer's happy place - for joyfulmoments of discovery and to connect with people who share their passion for reading, theirbelief in ideas, and their commitment to making the world a better and more beautiful place.

OUR GUIDING PRINCIPLES

Our Mission is to inspire reading and enrich the lives of booklovers. As such, we believe inthe power of people and their stories. We aim to attract top talent, nurture the potential ofour employees, and create space for everyone to thrive. Our Guiding Principles are thefew key ideas that are meant to influence everything we do, every day.

• We Will Hire, Inspire, Promote and Retain the Best
• We Will Be Entrepreneurial
• We Will Be Committed to Caring About Each Other, Our Communities, and Our Environment
• We Will Be Committed to True and Shared Value Creation
• We Will Be Systems Thinking, Data Driven and AI enabled

Job Description

MISSION

The Facilities mission is to deliver seamless facilities support to our Retail Store Teams. We manage services and complete repairs, projects, and rollouts quickly and efficiently, balancing budgets and cross-functional priorities. Our focus is to ensure the best possible employee and customer experience with minimal business disruption. Retail is our core business, and we approach every interaction with that in mind.

KEY PERFORMANCE METRICS

• Facilities Help Ticket service level targets
• Adherence to annual budgets
• Invoice reconciliation

KEY ACCOUNTABILITIES

Functional

• Manage all Help Tickets for assigned stores or service specialties within appropriate time frames
• Communicate schedules, updates and resolutions to store leadership teams
• Coordinate the contracting and completion of all Facilities work in assigned stores or service concentrations
• Measure and report on contractor or vendor performance according to Indigo's expectations for service quality and vendor specific KPIs
• Ensure timely auditing and payment of all Facilities related invoices
• Ensure compliance with Provincial and Federal health & safety legislation
• Create and audit maintenance plans for all new and renovated stores
• Coordinate with property managers and landlords as required
• Perform urgent, time sensitive on-call rotational support within required time fames
• Explore and stay abreast of cost saving and energy saving initiatives for better overall efficiencies
• Proactively identify and anticipate store needs to develop preventative maintenance programs
• Challenge the status quo by consistently identifying areas for improvement
• Other duties as assigned

People

• Develop and maintain excellent relationships with store leadership teams
• Develop and maintain excellent relationships with cross functional partners
• Act as an advocate for our customers by placing them at the forefront of all decision-making processes
• Collaborate with others to drive flexible and iterative solutions.
• Share technical knowledge with others and actively seek to learn from those more knowledgeable than yourself
• Help others see the impacts of their efforts and proactively engage other functions to get input

Cultural

• Model Indigo’s beliefs and convey a positive image in everything you do
• Celebrate diversity of thought and demonstrate an open mindset
• Take an active role in fostering a culture of continual learning, taking risks without the fear of making mistakes
• Embrace, champion, and influence change through your team and/or the organization
• Work as part of a team, in an open honest environment
• Be open to feedback, coaching and support
• Collaborate with others

SCOPE

Reports to: Senior Manager Facilities & Retail Services

KEY RELATIONSHIPS

Internal:

Team members from

• Construction
• Finance/Accounting
• Regional Directors
• Retail Operations
• Store Design
• Store Leadership Teams
• Sustainability

External:

• Property managers and landlords
• Utility companies

Qualifications

Work Experience / Education / Certifications

• Minimum five years of retail experience or of supporting retail
• Sound knowledge of facility maintenance and repairs
• Working knowledge of principles and practices of project management
• Experience in expense and budget management
• Sound knowledge of health, safety and environmental regulations
• Proven experience with vendor collaboration
• Skilled with Microsoft 365
• Experienced in facilities ticket and invoicing software
• Excellent verbal and written communicator
• Analytical and agile decision maker
• Retail Centric
• Able to manage multiple priorities and identify urgencies
• Independently motivated
• Takes ownership and responsibility

Other (travel, Bilingual, etc.)

• Minimal travel to Indigo stores and Home Office
• Bilingualin French and English an asset
• Ability to work nights and weekends as required during rotational on-call assignments

Additional Information

Indigo uses artificial intelligence (AI) tools to assist with certain aspects of the hiring process, such as screening and assessments. These tools support our team but do not replace human judgment. We are committed to using AI responsibly, fairly, and in compliance with applicable employment and anti-discrimination laws. We regularly review these tools to help prevent bias or discrimination.

At Indigo, Diversity, Equity, Inclusion, and Accessibility are core to our values. We integrate these principles into our training, policies, and hiring practices and continuously evolve to reflect the needs of the communities we serve. We welcome applicants from all backgrounds and lived experiences, including but not limited to individuals who identify as BIPOC (Black, Indigenous, and People of Colour), members of the 2SLGBTQIA+ community, and persons with disabilities. If you require an accommodation during the recruitment process, please contact Human Resources [e-mail].

We respect your privacy throughout the recruitment process. Our Candidate Privacy Notice explains how we collect, use, and protect your personal information when you apply for a role with Indigo, and the choices available to you.

This posting is for a current opportunity within Indigo.

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