The Facilities Department Specialist supports the day-to-day operations of the facilities and maintenance department for a multi-unit restaurant organization. This role is responsible for coordinating service requests, tracking repairs and preventive maintenance, communicating with the facilities internal team, vendors and field operations leadership, maintaining records and invoices, and ensuring facilities-related issues are resolved efficiently and professionally.
The ideal candidate is highly organized, detail-oriented, customer-service focused, and able to manage multiple priorities in a fast-paced restaurant environment.
Essential Duties & Responsibilities
Maintenance Coordination
- Receive, prioritize, and dispatch maintenance and repair requests from restaurant locations
- Review open repair proposals and distribute to field operations for their approval
- Coordinate service calls with internal technicians and third-party vendors
- Monitor open work orders to ensure timely completion
- Prepare and distribute reports to operations leadership to ensure timely approvals of work orders
- Follow up with restaurant operations regarding status updates and issue resolution
- Assist with scheduling preventive maintenance programs for restaurant equipment and facilities
Administrative Support
- Maintain accurate records of work orders, service histories, warranties, and maintenance documentation
- Assist with warranty information and provide to field operations as needed
- Review PM records and coordinate with team to prioritize
- Process invoices, purchase orders, and vendor billing information
- Prepare detailed reports related to maintenance activity, response times, and vendor performance
- Prepare and distribute internal performance reports to operations leadership
- Maintain organized filing systems for contracts, permits, and compliance documentation
- Gather and distribute quarterly compliance documentation as requested from landlords
Vendor & Contractor Management
- Communicate with vendors regarding scheduling, pricing, and service expectations
- Assist in obtaining quotes for repairs and capital projects and reviewing with facilities leadership team
- Track vendor insurance certificates and compliance requirements
- Support evaluation of vendor performance and service quality
- Assist with new vendor onboarding
Communication & Customer Service
- Serve as a primary point of contact between restaurant operations and the facilities department
- Coordinate and liaise with other development department stakeholders
- Provide timely and professional communication to field leadership
- Escalate urgent facility issues as necessary to facilities leadership
- Support emergency maintenance coordination when needed
Compliance & Safety
- Assist in maintaining compliance with health, safety, and facility standards
- Receive and distribute fire/life safety notifications to facilities leadership for resolution
- Support tracking of inspections, permits, and regulatory requirements
- Support, coordinate and prioritize corrective actions related to safety or facility deficiencies
Preferred Skills
- Knowledge of restaurant equipment and facilities systems
- Understanding of preventive maintenance programs
- Familiarity with invoice processing and vendor management
- Strong problem-solving and customer-service mindset
- Ability to thrive in a fast-paced, deadline-driven environment
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