Entry Level Administrative Coordinator

Tire Discounters, the nation's largest family-owned and operated tire business, was founded almost 50 years ago. We are dedicated to providing exceptional automotive service with a focus on transparency and care to our nearly 2,300 team members, we offer diverse career paths, industry-leading training, and a commitment to our core values.

As a family-owned tire and automotive service retailer, our mission is to prioritize people and safety above all else. We are dedicated to delivering a "WOW" experience to our customers and team members, with a commitment to always do the right thing and challenge the status quo.

As the country's largest family-owned and operated automotive service provider, we've separated ourselves by treating customers and their cars with care and respect while focusing on transparency in pricing and providing the highest level of service. Now, with new products and services needed to maintain modern vehicles, Tire Discounters and its many other brands like Chip's Auto Glass and Butler Tires and Wheels are growing and expanding like wildfire.

Over 2000 strong, our team members are the best in the business and are actual employers of choice. We separate ourselves by providing a variety of career paths, industry-leading training and development programs, clear advancement tracks, comprehensive benefit plans, and more!

GENERAL DESCRIPTION:

The Facilities Maintenance Coordinator supports the Maintenance Manager and assists with the day-to-day administration and coordination of facilities maintenance activities across the organization. This role supports maintenance work order management, vendor coordination, scheduling, invoice processing, inventory tracking, and reporting activities to help ensure facilities operate efficiently and effectively. The Facilities Maintenance Coordinator serves as a key point of contact for store maintenance requests and works closely with internal stakeholders and third-party maintenance providers to support business operations.

ESSENTIAL FUNCTIONS:

Resource Management:

• Supports the Maintenance Manager in administering facilities maintenance activities within established budgets.
• Utilizes facilities management systems and works with third-party maintenance providers to coordinate maintenance activities in support of store operations.
• Maintains inventory records and assists with ordering materials, supplies, and equipment needed for maintenance and construction projects.
• Monitors work order status and follows up with vendors to support timely completion of maintenance requests.

• Coordinates scheduling of facility maintenance and repair activities.
• Assists with obtaining vendor quotes, preparing bid documentation, and maintaining contractor records.
• Supports construction and remodel projects by assisting with permit applications, zoning documentation, and project administration activities.
• Maintains facilities-related records, contracts, and documentation.
• Serves as a liaison between stores, vendors, and internal stakeholders to facilitate resolution of maintenance issues.

• Assists with tracking maintenance and capital expenditures to support budget management and reporting activities.
• Reviews vendor invoices for accuracy and appropriate coding prior to processing.
• Supports the preparation of departmental reports and budget tracking by compiling and maintaining relevant data.
• Partners with Finance and Accounts Payable to resolve invoice discrepancies and payment-related issues.
• Maintains organized records of invoices, purchase orders, and other facilities-related financial documentation.

• Strong organizational skills with attention to detail and the ability to work in a fast-paced environment.
• Effective verbal and written communication skills, with the ability to build positive working relationships with vendors, store personnel, field leadership, and internal business partners.
• Customer-focused mindset with a commitment to providing responsive and professional support to internal and external stakeholders.
• Strong problem-solving and follow-up skills, with the ability to identify issues, gather information, and coordinate timely resolution.
• Ability to prioritize work, meet deadlines, and adapt to changing business needs and priorities.
• Demonstrated ability to work independently while also contributing effectively as part of a team.
• Proficient in Microsoft Office applications, including Excel, Word, Outlook, and PowerPoint.
• Familiarity with, or willingness to learn to use maintenance management, work order, or facilities management systems preferred.
• Basic analytical and reporting skills, including the ability to review information for accuracy and identify trends or discrepancies.

• Associate's degree in Business, Facilities Management, Construction Management, or related field preferred; equivalent combination of education and experience will be considered.
• 1-3 years of experience in facilities coordination, maintenance administration, construction administration, office administration, or a related field preferred.
• Experience working with vendors, service providers, or maintenance management systems preferred.

• Primarily performs work in an office environment, requiring the ability to sit, stand, walk, bend, and stoop for extended periods.
• Requires occasional travel to company locations to conduct site visits, inspections, and support facilities-related activities.
• Ability to lift and carry materials, supplies, or equipment weighing up to 30 pounds on an occasional basis.
• Requires the ability to operate a computer and other standard office equipment, including keyboards, monitors, telephones, printers, and copiers.
• Requires the ability to communicate effectively in person, by telephone, and through electronic communications.
• Must possess sufficient visual acuity and manual dexterity to review documents, enter data, and perform routine administrative tasks.