Support the coordination, administration and case management of boutique maintenance for all Fashion & WFJ boutiques, including maintenance case records, preventive maintenance tracking, vendor scheduling, procurement and payment follow-up, data consolidation and reporting. The role ensures accurate records, timely follow-up and effective management visibility to support maintenance planning, cost analysis, service quality review and management decision-making. The role also serves as a trained backup window during the Assistant Manager’s absence.
Key Responsibilities:
Boutique Maintenance Operations & Work Order Management
- Receive, assess, classify, and prioritize maintenance requests for Fashion and Watches & Fine Jewelry boutiques, and maintain an accurate shared work-order tracker covering status, priority, vendor actions, quotations, POs, completion, and payment status.
- Coordinate the timely follow-up and closure of corrective maintenance cases, ensuring relevant stakeholders are kept informed of progress and required actions.
- Escalate urgent, recurring, high-risk or high-cost maintenance issues in accordance with the agreed escalation protocol, providing the relevant information for review and decision-making.
- Act as a designated operational backup when required, maintaining visibility of ongoing maintenance cases, vendor status and pending actions to ensure service continuity.
Preventive Maintenance, Compliance & Emergency Support
- Administer and coordinate preventive maintenance schedules, statutory inspections and routine servicing, including issuing reminders, arranging execution, tracking completion status and maintaining relevant records, in line with the approved maintenance plan and relevant procedures.
- Ensure maintenance works comply with safety requirements, site regulations and CHANEL standards.
- Maintain up-to-date boutique emergency contact lists, key-holder records and security vendor contact information, and support the initial response to urgent maintenance, typhoon, water leakage, power outage or security-related incidents, including vendor mobilization, stakeholder communication and escalation in accordance with the agreed protocol.
Vendor Coordination, Procurement, Cost & Document Contro
- Coordinate vendor site visits, quotations, work permits, boutique access and work schedules; monitor delivery against the approved scope, quality, timeline and safety requirements.
- Support quotation comparisons and prepare supporting documentation for review and approval; raise and track purchase requests and purchase orders, coordinate invoice processing, and monitor maintenance expenditure.
- Highlight unusual costs and potential budget risks, and follow up on vendor-related actions, outstanding works and required corrective actions.
- Maintain complete and properly filed documentation for vendor works and procurement activities, including quotations, approvals, contracts, permits, service reports and completion records.
- Consolidate historical maintenance cost, repair-frequency and vendor-service data to support annual budget planning and cost analysis.
Asset, Data & Reporting Support
- Maintain accurate and up-to-date boutique maintenance and technical records, including warranties, maintenance and work-order history, manuals and as-built documents.
- Maintain complete, accurate and up-to-date asset and inventory records for furniture, equipment, materials and art pieces across boutiques and warehouse locations, including asset registers, current location, boutique allocation, movement history and inventory status; coordinate periodic verification with boutique teams and Logistics and report discrepancies for follow-up.
- Consolidate maintenance data and prepare monthly maintenance reports, including case volume, completion status, recurring issues, outstanding vendor actions and cost overview.
- Identify maintenance trends, recurring issues and repair frequency, and support preventive and…