Facilities Specialist

 

The Facilities Specialist supports ULTA’s commitment to providing guests a “Wow Experience” by providing a clean, safe and comfortable shopping environment. This position is responsible for managing maintenance and repairs initiatives for retail stores via the Big Sky facility maintenance platform. As the point of contact for both store and district management, the Facilities Coordinator is expected to coach and educate the store teams on Facility and Energy Management practices and programs. In addition to regional responsibilities, each Facilities Coordinator will oversee a specific trade across the entire store portfolio. Oversight will include day to day operations, extensive vendor management, financial oversight and the management of various special projects.

GENERAL SUMMARY & SCOPE

• Manage all building maintenance activities (both capital and expense) relating to the Facilities Department (HVAC, Lighting, Electrical, Plumbing, General Maintenance, Trash Disposal, Janitorial Services, Vertical Transportation, Storage Containers, and Fixture Replenishment)
• Thoroughly review store and store system conditions; troubleshoot, diagnose and dispatch all related work
• Coach and educate the operations team on Facility and Energy Management programs as well as best execution practices
• Ensure timely response / completion for all service calls while in constant communication with both store and district level management
• Responsible for the administrative accounting responsibility within the Facilities Department as well as financial forecasting for specific accounts.
• Advise of any cost savings opportunities through best practices or improved energy efficiencies
• Manage vendors for specific trades (Housekeeping, Lighting, Waste, Fixtures, HVAC) across the entire retail portfolio with a concentration on improving service levels to the stores
• Collaborate on facility issues with other departments including but not limited to: Supply Chain, Design, Construction, New Store Set, Information Technology, Procurement, Property Management, Store Operations, Finance and Accounting 

 

• Service Call Requests

• Receive, troubleshoot, and facilitate all service requests (for a region consisting of approximately 200+ stores) relating to HVAC, Lighting, Electrical, Plumbing, General Maintenance, Trash Disposal, Janitorial Services, Vertical Transportation, Storage Containers and Fixture Replenishment
• Work with respective vendors to identify store facility needs and build a comprehensive scope of work
• Dispatch technicians and issue WO#’s to vendors within the WO system.
• Review all quotes for accuracy and address pricing issues and work deviating from the original scope of work
• Follow-up on all requests with vendors to ensure timely service to all stores
• Follow-up and communicate work timelines and scheduled completion dates with both store and district management.
• Work with the Finance Department to schedule any afterhours service
• Maintain documentation for all completed services via email, work order management system and photos

• Equipment / Fixture Requests 

• Troubleshoot equipment issues and determine if equipment and/or fixtures can be repaired, or need to be replaced 
• Source equipment through the appropriate vendor, issue PO and follow up on delivery and service dates
• Authorize store cash payouts for immediate equipment needs

• Vendor Management

• Effectively manage contractors and service vendors to ensure quality workmanship, appropriate pricing and timely project completion
• Participate in Quarterly Business Reviews and ad hoc vendor conference calls to address any service level issues

• Invoicing

• Review all invoices to ensure we are being charged accordingly 
• Verify proper account coding and log if necessary
• Follow-up with vendors on problematic invoices 
• Approve all payments up to specified dollar amount

• Energy Management

• Partner with the Energy team to monitor store HVAC and lighting schedules through various EMS sites

Requirements

• 5-7 years of experience in a retail store maintenance environment or an associated trade
• Ability to work in fast paced, time sensitive enviroment
• Detailed and deadline orientated
• Excellent process and procedural development skills.
• Strong organizational skills
• Ability to communicate via multiple mediums
• Proficient in Excel, Word, Power Point & Access
• Ability to read store drawings
• Energy Management System and Big Sky experience a plus
• High School Diploma or Equivalent
• Normal office demands to include flexible hours to support the business across all time zones, and occasional weekends

LIJF1