Purpose & Objectives 

• Ensure Proper Maintenance : Establish a structured process for handling repairs, maintenance tasks, and vendor coordination.
• Improve Efficiency : Streamline issue reporting, approval, and repair processes to reduce downtime and maintain store operations.
• Enhance Store Appearance: Maintain cleanliness, organization, and exterior upkeep to create a welcoming environment for customers.
• Clarify Responsibilities : Define specific maintenance duties for employees and ensure accountability.
• Support Long-Term Sustainability : Prevent major issues through regular maintenance and inspections, ensuring store longevity.

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Repairs and Breakdowns 

Time to time, an HVAC system may break down, or a roof leak may need to be addressed. Follow these steps to ensure timely repairs:

1️⃣ Identify the Issue 

• Store Management identifies the problem and considers possible solutions.

2️⃣ Notify Supervisor 

• Report the issue to your Operations Manager and file the maintenance request in BMBerry. Make sure to tie it to the specific piece of equipment.

3️⃣ Gather Vendor Quotes 

• After discussion and approval with the Operations Manager, reach out to 3 local vendors within 25 miles of your store.
• Obtain 3 written different quotes for the repair from 3 different companies.

4️⃣ Ensure Quote Details 

• Each quote must include:
  • Item name
  • Location
  • Description
  • Serial number
  • Problem & Solution

5️⃣ Approval Process 

• Present the 3 quotes to Operations Manager for approval and discuss the best option.

6️⃣ Notify the Chosen Vendor

• Store Manager will inform the selected vendor and schedule the work.

7️⃣ Inspect and Approve Work

• Once the repair is completed, Store Manager will inspect the work and sign off on the vendor invoice. Store Manager will then need to submit that work has been completed to satisfactory and the issue has been resolved. No payment will be processed until this is complete.

8️⃣ Payment Processing 

• Operations Manager will then notify Accounting to issue payment within 30 days of the invoice date and after store management approved the work done.

Assignment of Maintenance Duties 

Task Assignment:

• Store Management assigns specific maintenance duties based on the Exterior Maintenance Schedule.
• Tasks include cleaning, organizing, and maintaining various areas of the store premises.

Time Allocation

• Maintenance tasks vary in frequency:
  • Daily 🗓
  • Bi-Weekly 📅
  • Monthly 📆
  • Bi-Annual 🏡
  • Annual 🏢
• Some weeks may require extra attention to specific maintenance areas.

Exterior Building Maintenance Schedule 

Daily Tasks 

✔️ Entrance door mat vacuumed.
✔️ Storefront windows cleaned.
✔️ Sidewalks/Parking Lot swept & cleared.
✔️ Exterior sign checked for proper function.
✔️ Security lights inspected.
✔️ Warehouse common areas cleaned.
✔️ Dumpster checked for space.
✔️ Loading dock area cleared of obstacles.
✔️ Pallets stacked properly.

Monthly Tasks 

✔️ Landscaping services (outsourced based on location).

Bi-Annual Tasks

✔️ Eaves, overhangs, and gutters cleaned.
✔️ Roof debris removed.

Annual Tasks 

✔️ Pressure washing (outsourced service).

🏢 Note: Some locations are maintained by the landlord (parking lot, exterior walls, roof, or landscape). Store Management will be notified of their responsibilities.

Communication

• Store Management will inform employees of assigned tasks.
• Employees should be aware of task frequency and duration.
• Any concerns should be communicated to Store Managers promptly.

Support & Guidance

• Store Managers provide guidance and assistance as needed.
• Employees can request resources or clarification.
• Regular feedback and evaluations will be conducted to ensure quality work.

Commitment to Excellence 

By following this structured maintenance schedule, employees contribute to a well-kept, professional, and customer-friendly shopping environment. Maintaining cleanliness enhances the shopping experience and reflects Westside Market’s commitment to quality service. 

Summary 

✔️ Store Management identifies and reports maintenance issues, logs them, and seeks Supervisor approval before proceeding.

✔️ Vendors are contacted for quotes, and the best option is chosen before scheduling repairs.

✔️ Maintenance tasks are assigned based on a structured Exterior Maintenance Schedule with daily, monthly, bi-annual, and annual tasks.