Facilities Department Specialist

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

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