Project Coordinator and Maintenance

KEY RESPONSIBILITIES

A. Retail Project Coordination

• Coordinate new store openings, renovations, relocations, repairs, and improvement projects.
• Prepare project timelines, work schedules, and task lists.
• Monitor project progress and ensure deadlines are met.
• Coordinate with contractors, suppliers, mall representatives, and internal teams.
• Conduct regular site inspections and provide project updates to management.
• Ensure that store projects follow company design, branding, safety, and operational standards.
• Assist in securing necessary mall permits, work permits, and other project requirements.
• Monitor project expenses and ensure proper documentation of costs.
• Identify project delays, issues, and risks and immediately escalate them to management.
• Ensure proper turnover of completed projects to Operations and store personnel.

B. Store Maintenance & Repairs

• Monitor maintenance requirements of all retail stores.
• Coordinate electrical, plumbing, air-conditioning, carpentry, painting, signage, lighting, fixtures, and other repair requirements.
• Receive and evaluate maintenance requests from stores.
• Prioritize urgent maintenance concerns that may affect store operations or customer experience.
• Coordinate with accredited contractors and service providers for repairs and preventive maintenance.
• Conduct regular store inspections to identify potential maintenance issues.
• Maintain a monitoring system for open and completed maintenance requests.
• Ensure that repairs are completed properly and within the agreed timeline.
• Verify completed work before endorsing it for payment.

C. Preventive Maintenance

• Develop and maintain a preventive maintenance schedule for stores and office facilities.
• Monitor regular servicing of air-conditioning units, electrical systems, plumbing, equipment, signage, and other facilities.
• Maintain records of preventive maintenance activities.
• Recommend replacement or repair of facilities and equipment when necessary.
• Help minimize unexpected breakdowns and operational disruptions.

D. Vendor & Contractor Management

• Coordinate with contractors, technicians, suppliers, and service providers.
• Request and compare quotations when required.
• Monitor contractor performance, quality of work, and completion timelines.
• Ensure contractors comply with mall and company safety requirements.
• Maintain an updated list of accredited contractors and service providers.
• Assist in negotiating project costs and service terms when necessary.

E. Documentation & Reporting

• Maintain complete project and maintenance records.
• Prepare project status reports, maintenance reports, and accomplishment reports.
• Maintain documentation of quotations, work orders, permits, invoices, and warranties.
• Track pending and completed maintenance requests.
• Submit regular updates to the Operations Manager regarding project progress and unresolved concerns.
• Maintain a database of store facilities, equipment, warranties, and maintenance history.

F. Store & Operations Support

• Provide immediate coordination and support for urgent store maintenance concerns.
• Work closely with Store OICs, Sales Associates, and Operations Supervisors.
• Ensure that maintenance activities cause minimal disruption to store operations.
• Assist Operations in preparing stores for opening, reopening, renovation, or special activities.
• Perform other operational and project-related tasks as assigned by management

Job Requirements

QUALIFICATIONS

• Bachelor's degree in Business Administration, Operations Management, Engineering, Architecture, Project Management, or a related field.
• At least 2–3 years of experience in retail operations, project coordination, facilities, maintenance, construction, or a related field.
• Experience handling multiple retail stores, mall projects, renovations, or store openings is an advantage.
• Strong coordination and project management skills.
• Knowledge of basic electrical, plumbing, air-conditioning, carpentry, and general building maintenance.
• Strong organizational and time-management skills.
• Good negotiation and vendor management skills.
• Proficient in Microsoft Office, particularly Excel, Word, and PowerPoint.
• Excellent communication and interpersonal skills.
• Able to work independently and handle multiple projects simultaneously.
• Willing to travel to different stores and project sites.
• Willing to work on weekends, holidays, or beyond regular hours when required for store openings, repairs, or urgent maintenance concerns.