Facilities Administrator

Job Summary

The Facilities Administrator supports the efficient operation of the maintenance department by managing work orders, coordinating vendor services, maintaining accurate records, and ensuring effective communication between technicians, vendors, and internal departments. This role plays a critical part in ensuring timely maintenance execution and streamlined support for all facilities.

Key Responsibilities

● Order parts and materials as requested by the maintenance technician team to support timely repairs

● Schedule and coordinate technician assignments across all locations

● Monitor technician activities and maintain records including GPS tracking, work order status, and vehicle maintenance logs

● Maintain the asset database with accurate records, data plates, and equipment photographs

● Coordinate and track preventative maintenance schedules, supplies, service appointments, and compliance reporting

● Take after-hours calls on a rotating schedule to coordinate emergency maintenance responses

● Assist with troubleshooting during maintenance-related restaurant call-ins

● Manage facility-related vendor relationships and service schedules (e.g., groundskeeping, hood and fire suppression, asphalt, and parking lot services)

● Oversee beverage equipment service coordination with vendors such as Coca-Cola and Pepsi

● Coordinate small-scale construction and modernization projects, including timelines, budgets, and contractor oversight

● Track and resolve facility pride check items as identified by Dairy Queen Business Consultants or internal audits

● Perform occasional field work such as delivering parts, equipment drop-offs, or site visits

Skills and Competencies

● Strong organizational and time-management skills

● Excellent communication and interpersonal abilities

● Ability to prioritize multiple tasks and meet deadlines under pressure

● Proficiency in digital recordkeeping and maintenance scheduling systems

● Familiarity with safety regulations and best practices

Physical Requirements

● Sitting for extended periods

● Typing and data entry

● Walking and standing during site visits

● Must be able to lift up to 25 lbs for field-related duties

Required Qualifications

● High school diploma or equivalent (required)

● 2 years of Dairy Queen or restaurant operations experience preferred

● Proficient in Microsoft Excel and related office software

● Comfortable using scheduling and communication tools (e.g., ClickUp, Google Workspace, etc.)

● Strong verbal and written communication skills

● Willingness to engage regularly by phone, email, and mobile apps

Working Conditions

● Office environment with regular use of a computer and phone

● Occasional travel to restaurant locations and operational sites