Facilities Coordinator

Hot Topic HQ - City of Industry, California - Full-time


Within the four walls of all of our stores and Headquarters is where the magic is made! In this role, you'll work from our Hot Topic, Inc. Headquarters to help support the needs of our stores on the repair and maintenance (R&M) by coordinating projects and manage related budget. You'll keep the ball rolling by escalating store issues, projects and landlord items to ensure they are completed in a timely manner. 

This role will operate out of of our HQ office in the City of Industry, CA and will require to be on-site 5 days a week.


  • Manages R&M projects by obtaining competitive bids, determining schedules, communicating with stores and ensuring projects are completed in a timely manner
  • Coordinates and submits R&M projects expenses for approval and providing Expense vs. CAPEX options
  • Analyzes and approves quoted work according to the authorized approval limits
  • Runs CMS reports to monitor vendors/team performance and ensures service level agreement is met
  • Coordinates landlord responsibility items (leaks, chilled water and mall air) and follows through until completion to stores satisfaction; partners with construction to correct warranty issues when they arise
  • Responds to store inquires and requests within 24 hours to meet service level agreement; answers off-hour calls as needed
  • Develops tools and tips for stores to help answer common maintenance issues and promote use of dashboard
  • Prepares annual capital expense and facility related budgets to ensure the Hot Topic HQ and California Distribution Center related services are properly budgeted for, including but not limited to, HVAC, janitorial, landscaping, lighting, fire safety, air quality, gym equipment, and Dish Network; monitoring expenses regularly.
  • Manage miscellaneous construction and maintenance projects at our Hot Topic HQ as well as our California Distribution Centers
  • Negotiates with contractors and suppliers and partners with the management team to ensure that best services are provided to the facilities at the most cost effective way
  • Assists in creating departmental procedural guides
  • Performs other job duties as needed


  • Experience coordinating with national & regional vendors
  • Beginner to intermediate computer skills, specifically Microsoft Word and Excel
  • Ability to coordinate high volume of projects with continual flow of new projects as they arise
  • Illustrates a dedication to meeting requirements of internal and external customers, responding to all customer requests promptly and thoroughly
  • Strong communication skills including ability to work in a team environment, give honest, direct feedback and is a solid verbal and written communicator
  • Meets deadlines, prioritizes appropriately, copes well with change, and maintains composure under pressure
  • Is accountable for results, approaches obstacles proactively and looks for ways to resolve problems and issues
  • Regularly required to sit, stand, bend and lift/move up to 10 pounds.  May lift/move up to 60 pounds occasionally
  • Regular travel is not expected though travel for some project rollouts may be needed
  • Preferred experience with maintenance or construction with emphasis on HVAC systems, roof leaks, fixture repair and electrical systems