Facilities Specialist

Position Summary

We are seeking a dependable and highly organized Facilities Specialist to support repair and maintenance operations across our multi-unit restaurant portfolio. This role will help manage work orders, coordinate vendors, support internal technicians, review repair documentation, and ensure urgent facility issues are completed timely.

The Facilities Specialist will serve as a key connection point between restaurant operators, vendors, internal maintenance technicians, Finance, Accounting, and leadership. This position requires strong follow-through, clear communication, and the ability to prioritize urgent facility needs while maintaining accurate documentation.

Key Responsibilities

Work Order Management

· Review, organize, and track open repair and maintenance work orders.

· Prioritize urgent work orders based on operational impact, safety concerns, equipment downtime, and store needs.

· Follow up with vendors and internal technicians to ensure timely completion of assigned work.

· Monitor aging work orders and escalate items that are overdue, incomplete, or not progressing.

· Identify duplicate, unclear, or incorrectly submitted work orders and work with field teams to correct them.

· Ensure work orders include proper notes, photos, quotes, completion details, and supporting documentation.

Vendor Coordination

· Communicate with external vendors regarding scheduling, pricing, scope of work, and completion status.

· Dispatch vendors for urgent repairs when needed and ensure the correct vendor is assigned based on trade, location, and issue type.

· Hold vendors accountable for response time, quality, pricing, and completion documentation.

· Review vendor quotes and identify pricing concerns before work is approved.

· Track vendor performance, recurring issues, service delays, and escalation needs.

Internal Technician Support

· Assist with organizing internal technician schedules and store repair priorities.

· Help bundle work orders by location, trade, urgency, and route efficiency.

· Track technician completion status and follow up on open items, return visits, parts needs, and unresolved issues.

· Support communication between technicians, store operators, and leadership.

Store and Operations Support

· Communicate professionally with General Managers, Area Coaches, Market Leaders, and Operations teams.

· Provide updates on high-priority repairs, vendor ETAs, delays, and expected resolution timelines.

· Escalate issues that impact safety, customer experience, food safety, store operations, or sales.

· Help store teams understand repair status, next steps, and who owns the follow-up.

Invoice and Cost Review Support

· Review repair invoices for accuracy, proper backup, work order match, and reasonableness of charges.

· Identify potential duplicate charges, unnecessary service fees, excessive labor, freight concerns, or pricing inconsistencies.

· Partner with Accounting and Finance to resolve invoice questions before payment.

· Ensure vendor invoices match approved work, quoted pricing, and completed service.

Reporting and Follow-Up

· Maintain work order trackers, vendor follow-up lists, and priority repair reports.

· Provide leadership updates on urgent repairs, aging work orders, vendor issues, and recurring facility problems.

· Identify trends by store, vendor, equipment type, or repair category.

· Support process improvements that reduce repeat repairs, unnecessary costs, and delayed completion.

Required Qualifications

· 2-4 years of experience in facilities coordination, repair and maintenance support, vendor coordination, restaurant operations support, construction administration, or a related field.

· Strong organizational skills and ability to manage multiple open items at once.

· Ability to prioritize urgent issues and communicate clearly under pressure.

· Experience working with vendors, service providers, or maintenance teams.

· Strong follow-up skills and ability to drive open items to completion.

· Basic understanding of repair categories such as HVAC, plumbing, electrical, refrigeration, food equipment, beverage equipment, ice machines, and general repairs.

· Proficient with Microsoft Excel, Outlook, and work order or facilities management systems.

· Strong written and verbal communication skills.

Preferred Qualifications

· Multi-unit restaurant, QSR, retail, or hospitality facilities experience.

· Experience with work order platforms such as ResQ or similar systems.

· Experience reviewing vendor invoices, quotes, and repair documentation.

· Understanding of restaurant equipment and facility priorities.

· Ability to identify repair trends and recurring issues.

· Experience coordinating internal maintenance technicians.

· Strong ownership mentality and willingness to follow up until issues are fully resolved.

Key Competencies

Sense of urgency Organization and follow-through

Vendor management Communication

Problem-solving Cost awareness

Attention to detail Accountability

Operational support mindset Ability to prioritize

Success Measures

· Reduction in aging open work orders.

· Faster follow-up on urgent repairs.

· Improved vendor response time and accountability.

· Cleaner work order documentation.

· Fewer duplicate or unclear work orders.

· Improved communication between stores, vendors, technicians, and leadership.

· Better invoice accuracy and reduced questionable repair charges.

· Strong visibility into recurring repair issues and cost trends.

Pay: $60,000.00 - $70,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person

Benefits:

Salary : $60,000 - $70,000