Facilities Coordinator

Regent is a global private equity firm focused on acquiring businesses and realizing exponential growth through operational improvements and strategic capital deployment. Regent focuses on acquiring businesses that exhibit the potential for significant change and rapid growth. Regent’s corporate operations group, MCO, is currently looking for a Facilities Coordinator, to join its team.

This is a full-time role, based 5 days a week in our Columbus, OH office.

Essential Functions & Responsibilities

• Coordinate facility planning, preventative maintenance, and repairs for approximately 160+ retail stores.
• Receive facility repair requests and select most qualified vendors/contractors to complete the work, while maintaining a cost-conscious mindset and budget.
• Acquire, cultivate & maintain vendor relationships.
• Receive, verify, and process invoices/payments for completed repairs within designated vendor payment terms.
• Maintain communication on project/repair status with contractors, store management and internal team as needed.
• General department data and reporting management.
• Check the status of pending repairs/projects with the assigned vendors/contractors
• Assist in the monitoring and assessment of vendor/landlord performance for timely completion of jobs.
• Train vendors on repair standards, process, and billing procedures.
• Manage projects such as store real estate activity (new store openings, relocations, closures), facilities/building upgrades, preventative maintenance programs including but not limited to logistics, communication, and vendor relations.
• Schedule and document preventative maintenance and repairs on company owned equipment.
• Maintain accurate record of agreed scope of work by vendor by location.
• Resolve issues and provide project status updates.
• Provide facilities process and procedures direction to stores and field leaders as needed.
• Assist with measuring and reporting key performance indicators against service level agreements.

Key Competencies

• Strong customer service and communication skills (verbal and written)
• Display self-motivation, a sense of urgency and strong sense of initiative to make independent decisions
• Strong sense of accuracy and follow through
• Ability to prioritize and multi-task
• Detail Oriented
• Financial Knowledge/ expense reconciliation
• Time Management Skills
• Team Orientation
• Problem solver

Education

• High school diploma or a General Equivalency Diploma (GED) required
• Associates or Bachelor’s degree in facilities management, real estate, business or other related field preferred

Important Experience

• Experience with data entry, reporting, filing, phone etiquette, scheduling, and communications
• Previous customer service experience/understanding of retail operations
• Prior experience working in the facilities/property management, commercial real estate or administrative/professional services industry preferred

Additional Qualifications

• Working knowledge of lease terms, the reconciliation process for Common Area Maintenance, and equipment insurance
• Proficient in understanding management agreements and contract language
• Computer proficiency with Microsoft Office Suite (MS Word, Excel and PowerPoint)
• Demonstrated ability to exercise good judgment
• Excellent interpersonal skills
• Ability to work a flexible schedule as needed, including but not limited to overnight travel, rotating on call after hours and weekends
• Working knowledge of basic maintenance and construction to help validate repairs and asses if charges are justified from vendors