Restaurant Facilities Coordinator

The Restaurant Facilities Coordinator 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