administrative services coordinator

The Opportunity The Facilities Services Coordinator is a key member of the Shopper Engagement team and plays an important role in supporting the delivery of maintenance, repair, and facilities services across the NSLC's retail network and corporate facilities. The role coordinates facilities-related requests, service provider activities, contract administration processes, and financial tracking to help ensure issues are resolved efficiently, and facilities remain safe, functional, and well-maintained. Their key focus is ensuring our physical locations remain open to support our shoppers and team members. Working closely with internal stakeholders, external service providers, and the Service Excellence Centre, the Facilities Services Coordinator supports the day-to-day administration of facilities programs, monitors service requests, tracks expenditures, maintains facilities records, and helps ensure service levels and operational standards are met. Reporting Structure Reports to: Planner, Facilities Services Essential Responsibilities Coordinate facilities maintenance and repair requests across NSLC's retail network for a fixed number of retail locations and corporate facilities, ensuring issues are tracked, communicated, and resolved in a timely manner.Work closely with the Service Excellence Centre to maintain standards for reporting facilities issues.Serve as a key point of contact for facilities-related inquiries from stores, internal stakeholders, and the Service Excellence Centre, ensuring requests are appropriately diagnosed, coordinated, and resolved.Monitor and manage facilities-related tickets and work orders received through the Service Excellence Centre and facilities management systems, diagnosing issues, providing updates and following up with service providers and stakeholders in an effective and efficient manner.Liaise with external service providers, vendors, and internal stakeholders to coordinate maintenance activities, inspections, repairs, and preventative maintenance programs, developing a roster of preferred vendors across the province.Monitor service provider activities against established service levels, establish regular vendor touchpoints to discuss service delivery and contract performance, and escalate concerns, service gaps, or recurring issues as required.Escalate urgent or complex facilities issues to the Planner, Facilities Services and support resolution efforts as required.Support the administration of facilities service contracts by maintaining contract documentation, service records, vendor information, and related files. Participate in the development of RFPs as required.Coordinate facilities invoice processing and support budget tracking activities, including proper estimates and monthly accruals to ensure accurate reporting and timely payment of services in accordance with NSLC procurement policies and financial reporting procedures. Review invoices and supporting documentation for accuracy and work with Finance and service providers to resolve discrepancies.Maintain facilities reporting tools, tracking documents, and service records to support reporting, compliance, and service delivery activities.Produce and manage monthly ticket tracking reports to review with the Planner, Facilities Services.Produce and manage quarterly financial tracking reports to review with the Planner, Facilities Services and Finance team.Support the implementation and ongoing maintenance of facilities processes, procedures, and documentation to promote consistent service delivery across the organization.Coordinate the procurement, ordering, and distribution of facilities-related supplies, materials, and equipment. of supplies and materials required to support the Shopper Engagement team. Secondary Responsibilities Conduct periodic site visits to NSLC locations to support facilities inspections, verify service delivery, identify maintenance concerns, and communicate opportunities to improve facilities processes Location Halifax , NS Work location On site Salary $ 56,798 to $ 65,230 YEAR annually Terms of employment Permanent employment Full time Starts as soon as possible vacancies 1 vacancy Source CareerBeacon #2236710 Various locations Halifax, NS