Maintenance Planner Retail, Offices And Studio

Reporting to the Senior Manager of Administration & Facilities, the Maintenance Planner’s main focus is to provide best-in-class technical support to all SSENSE stakeholders and across Retail and all Administrative facilities. They are responsible for the planning and the execution, within deadline, of any repair and maintenance work. They will manage the liaison with contractors, supervise service contracts, and assist with the purchasing of material, equipment and supplies in order to achieve stakeholder satisfaction. They are accountable for the technical knowledge of building systems and able to determine on how to fix it or who to call and work diligently to address multiple requests at once in an efficient and professional manner to ensure minimal and documented impact on operations.

Responsibilities

Maintenance Planning & Uptime Management (70%)

• Collect, document and save service reports in order to provide prompt access to the information, in order to identify gaps or potential technical or safety issues.
• Implement and schedule proactive maintenance of facility and equipment (not limited to electrical installations, HVAC, fire protection equipment, etc.) using internal and external resources.
• Support with operational services and special projects, when needed.
• Implement contracts to maximize efficiency of contractual obligations.
• Deliver on-site technical support and identify limitations of equipment based on knowledge of building codes and equipment conditions.
• Establish and maintain a positive relationship with occupants through clear and transparent communication, based on facts and documented SLA’s.
• Drive the execution of regular inspections, maintenance activity, code compliance registry and audits to identify potential business risk and proactively identify required improvements, not limited to processes, technology or systems.
• Promptly identify the source of any upcoming issues, troubleshoot and provide resolution in a timely manner.
• Act as an emergency contact in case of malfunction or service breaches, not limited to elevators, doors and hardware.
• Develop and provide clear scope of work to on-site personnel or on-call Technicians to ensure minimal disruption to operations, and highest level of service.
• Prioritize work, maintenance and services calls in order to minimize downtime while supporting operational excellence, in line with SSENSE standards and leases in place.
• Track and prioritize required improvements, not limited to, the retrofit of existing equipment, purchasing of new equipment, new technologies or ways of working.

Finance and Administration (20%)

• Assist with purchase order creation, invoice management and minor accounting duties to ensure there is no breach of service.
• Recommend appropriate maintenance and equipment repair budgets.
• Implement tendering processes of technical services and emergency response agreements, while adhering to the internal procurement process, collaborate with the legal team regarding vendor contract negotiations and reviews.
• Deliver timely cost controls and monthly reporting in partnership with FP&A, Accounting and internal stakeholders.

Projects (10%)

• Support the Real Estate team with the implementation and upkeep of Building Maintenance Manuals, Softwares and Contractor Management policies and training.
• Ensure the implementation and maintenance of equipment warranty and equipment inventory systems.

• Available to work varying shifts, sometimes outside regular business hours
• Knowledge of the Quebec construction industry
• Ability to perform minor manual work and experience using tools, an asset
• College Diploma in Administration, Facility Management or a related field
• APSAM Training (Association paritaire pour la santé et la sécurité du travail du secteur de la construction)
• Construction or Technical training required
• Good written and verbal communication skills in both English and French
• Must possess a valid driver’s license and a car
• Strong knowledge of HVAC, electrical, plumbing, fire protection systems and operational equipment
• A minimum of 3 years previous experience in a similar role
• Knowledge of Service Now, an asset

Skills

• Strong organizational and interpersonal skills
• Proficient in Excel to extract data and produce maintenance reports and KPI’s
• Ability to read and understand architectural or technical plans and specifications
• Ability to prioritize and manage service requests in an efficient and timely manner
• Strong understanding of building systems and equipment
• Positive attitude and outgoing personality with a passion for serving others
• Punctual and reliable
• Demonstrated attention to detail and resourcefulness
• Proven ability to identify issues, develop solutions and adapt to changing priorities
• Self-motivated with a keen ability to anticipate needs and work autonomously