Project Coordinator

Overview

Position Summary:
The Maintenance Coordinator will be the central point of contact for scheduling and tracking repair and maintenance requests across all locations. This role works closely with our in-house construction and maintenance teams (a sister entity within our organization) to dispatch the right resource for each job, and coordinates with outside vendors when internal staff aren't available or the job requires specialized trades. This is primarily a desk-based role. This role may also occasionally support new restaurant opening logistics.

Key Responsibilities:

• Serve as the main point of contact for maintenance and repair requests coming in from store locations (SoCal, Fresno, Hawaii)
• Triage incoming requests and determine whether to route to internal construction/maintenance staff or an outside vendor
• Schedule and dispatch internal maintenance/construction crews for repairs, installs, and facility work
• Schedule and coordinate outside vendors/technicians (HVAC, plumbing, refrigeration, specialized trades) when internal staff can't cover the job
• Track open work orders from request to completion across both internal crews and outside vendors, following up to ensure timely resolution
• Maintain a master maintenance log/calendar across all 100+ locations
• Communicate with store managers to prioritize urgent vs. routine repairs
• Coordinate scheduling between internal crews to avoid overlaps or gaps in coverage
• Negotiate and coordinate service calls, quotes, and invoices with third-party vendors
• Monitor recurring issues by location/equipment type and flag patterns to leadership
• Assist with scheduling preventive maintenance programs (HVAC servicing, equipment inspections, etc.)
• Maintain vendor contact lists, service agreements, and warranty documentation for outside vendors
• Support occasional coordination tasks for new restaurant openings as needed
• Handle general administrative duties: invoices, purchase orders, vendor/crew files

Qualifications:

• 1–3 years experience in facilities coordination, maintenance scheduling, dispatch, or similar operations/admin role
• Strong organizational skills with ability to juggle multiple open work orders and coordinate both internal staff and outside vendors simultaneously
• Comfortable communicating with internal crews, vendors, and store-level managers via phone/email
• Proficient in Excel/Google Sheets; comfortable learning new software/tracking systems
• Problem-solver who can prioritize urgent issues under time pressure
• Reliable, punctual, and detail-oriented
• Multi-unit restaurant, retail, or facilities/property management experience is a plus

Pay: $50,000.00 - $55,000.00 per year

Benefits:

• Health insurance

Work Location: In person