Store Planning & Facilities Coordinator (Temporary Contract)

Job description

As a Store Planning and Facilities Coordinator, you will be committed to always provide high maintenance standards in all the Fashion Boutiques. Teamwork, trust, respect and care for each other are key factors

What impact you can create at Chanel

Maintenance Operations

·  Plan, coordinate, and manage maintenance work schedules for all fashion boutiques and the retail support office, offering effective solutions for routine maintenance activities and any ad hoc day-to-day maintenance requirements
·  Coordinate maintenance and repair assignments carried out by technicians, vendors, and contractors, ensuring timely completion of all works as per agreed timelines
·  Implement and manage a preventive maintenance program to reduce maintenance and repair costs, while minimizing the risk of emergency maintenance activities
·  Provide accurate and timely reports on daily and weekly maintenance operations, ensuring alignment with the regional maintenance plan
·  Regularly visit boutiques to assess current conditions and proactively address maintenance issues
·  Act as a key liaison between maintenance vendors, boutique teams, fashion office teams, and landlords to schedule all maintenance works and ensure smooth coordination
·  Report timely to the Store Planning and Maintenance Manager on daily, weekly, and monthly maintenance works, monitoring progress for each boutique, and work in conjunction with the finance and IT teams for related activities
·  Work closely with the Boutique Team to check daily, weekly, and monthly maintenance checklists, ensuring the boutiques maintain a presentable image and adhere to occupational health and safety guidelines. Provide support during boutique operating hours and night maintenance works
·  Develop comprehensive maintenance checklists for Boutiques, ensuring thorough inspection and maintenance of key areas
·  Provide monthly maintenance reports and yearly vendor performance evaluations. Source new vendors if necessary to maintain high-quality services
·  Monitor boutique loose furniture, materials, art pieces, and fixed asset inventory. Conduct yearly condition checks and maintain records of asset status

Budget Management and Documentation

·  Support the planning and tracking of store planning and maintenance budgets, ensuring alignment with approved cost frameworks and financial guidelines
·  Assist in the preparation of cost estimates, vendor quotations, and purchase requisitions for design and maintenance-related works
·  Coordinate closely with cross-functional teams (e.g., Finance, Procurement, KPD) to ensure timely PO issuance, invoice processing, and budget tracking.
·  Manage and support all procurement documentation processes, complying with internal finance management requirements. This includes creating Purchase Requisitions (PRO), following up on job completion, and handling invoices for maintenance activities
·  Maintain up-to-date documentation for all project and maintenance activities, including cost breakdowns, budget revisions, and expense summaries
·  Ensure accurate and organized record-keeping of contracts, vendor agreements, payment milestones, and project-related communications
·  Proactively flag potential budget deviations or risks and support resolution through clear communication and documentation
·  Contribute to the development of reporting tools or trackers to monitor spending versus forecast and enhance financial visibility for internal stakeholders
·  Support documentation work for logistics and tracking of overseas shipment arrivals for imported maintenance materials

Team & Project Support & Reporting

·  Provide administrative and coordination support for store planning and maintenance projects, ensuring smooth tracking of timelines, tasks, and deliverables and other task as assigned
·  Set-up and provide accurate/on time reports and activities planning for daily/ weekly/ monthly/ yearly activities and othe relevant documents as necessary

What you will bring

·  Bachelor's Degree in architecture design, Interior Design or Engineering or Administration
·  High levels of computer literacy, Word, Excel, PowerPoint, Photoshop, Illustrator
·  Good communication skills in both written and spoken forms
·  Minimum 5 years of Facilities/ Maintenance Operations Management, Administration work or Project Coordinator
·  Detail-oriented with a strong understanding of design integrity and layout optimization; proficient in interpreting technical documentation.
·  Preferably knowledge of maintenance practices and preventive care for fixtures, equipment, and finishes/ materials with ability to read technical drawings and review layouts
·  Flexibility in working hours, including occasional night shifts or weekend work to support store operations, maintenance, or project timelines
·  Good Understanding of interior design, mechanical, electrical, plumbing and security systems
·  Interest in luxury retail environments, brand aesthetics, and clients experience.
·  Able to work on a contract based employment with possibility for contract renewal or conversion

At Chanel, we are focused on creating an inclusive culture that nurtures personal growth, contributing to collective progress. We believe the uniqueness of each individual increases the diversity, complementarity and effectiveness of our teams. We strongly encourage your application, as we value the perspective, experience and potential you could bring to Chanel.