Facilities Coordinator


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Job Description

This is an exempt position providing support to Real Estate and Operations. This position is the liaison to Operations and restaurants regarding all facilities related initiatives and support; ensures that health and safety standards are met; assists and/or arranges for repairs when needed. 

The Coordinator will have the primary responsibility to maintain and update the facilities database system – certification in Ecotrak Admin Training required; provide tracking and reporting of various disciplines; liaison between RSC, field and vendors. This individual must have the utmost integrity and honesty as well as genuine hospitality skills. 

Additionally, the incumbent will support the addition of new facilities support vendors and work to the vendor and Ecotrak to onboard such vendors into the Ecotrak system. Establishing a strong network of vendors including secondary or alternate vendors is crucial to ensuring that the Out West system can be serviced as needed. 

Specific Responsibilities:  Include the following but other duties may be assigned. 
General Description: 

• Provide administration support to the restaurants with facility maintenance work
• CMMS System - Ecotrak; will be responsible for all Administration Duties associated with managing Ecotrak
• Maintain internal status reports, project lists, dashboards, project metrics, etc.
• Identify and resolve repair situations that pose operational threats
• Manage workorders through Ecotrak Facility Management Software
• Write, organize, and communicate Standard Operation Procedures
• Assist with scheduling preventative maintenance tasks and/or maintenance emergencies,
• Track regular maintenance of equipment, invoice records and warranties
• Bid projects to provide greatest value
• Assist in preparing and distributing project status reports including internal cost control documentation, and financial accrual reporting
• Set up and maintain a project filing system, assist in project filing system and maintenance
• Maintain workorders and check status with appropriate external service providers
• Provide administration support to vendors with Ecotrak
• Track paid invoices within Ecotrak when compared to accounting reports
• Request and track payments for projects 
• Track backflow notices and testing
• Collect and maintain W-9 and COI information for vendors
• Research new vendors and onboard to Ecotrak
• Track failed fire alarm inspections and work with Bay Alarm to remedy
• Ensure Workorders move through the system without undue delay in approval, completion or payment

Supervisory Responsibilities:
This job requires the employee to remotely supervise work done by independent service providers

Skills & Requirements

Education and Experience: 
• Associate degree (AA) or equivalent from two-year college or technical school; or minimum 3 years’ experience in Facilities Project Management and/or support. 
• Must have Work Order Platform experience
• Strong knowledge of Facilities Management operations 
• Prior experience with multi-unit restaurant or retail industry preferred, with good working knowledge of refrigeration, HVAC, cooking, electrical and plumbing systems

Skills Required: 
• Strong Communication skills, both verbal and written 
• Strong customer service experience  
• Must be proficient in Microsoft Word, Microsoft Excel and facilities management software
• Highly Organized and detail oriented a must 
• Exhibit sound and accurate judgment 
• Ability to work through high pressure situations 
• Work experience as a Facilities Coordinator, Maintenance Coordinator, or similar role
• Strong Knowledge of facilities management operations
• Hands-on experience with facilities management software a must
• Mechanical background preferred (HVAC, refrigeration & plumbing)
• Knowledge of construction practices (basic building assembly, design practices, electrical and lighting) is ideal

May be required to travel on occasion or as needed

Work Environment:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate. For field visits, the noise level will be louder.

To Be Successful:
To be successful in this role, one should be well-organized and be able to prioritize multiple priorities. Should be able to communicate efficiently and effectively and have good knowledge of restaurant equipment. 

Physical Requirements: 
Sitting and standing for extended periods of time. Possess the ability to lift and/or move up to 25 lbs. Vision abilities to include: distance, close, color, depth, and peripheral and the ability to adjust focus. Regular use of hands to fingers, handles or feels objects, tools, or controls; reach with hands and arms. 
Language, math and reasoning skills: 
Ability to speak clearly and listen attentively to other employees and managers. Ability to read and/or follow written and verbal instructions and implement the same. Ability to add, subtract, multiply and divide. Ability to apply common sense understanding to carry out instructions furnished in written or oral form. Ability to perform office computer functions (Microsoft Office Product; Windows, Excel, Word, etc.) on a daily basis. Intermediate ability in Excel is helpful to download tables and charts from Ecotrak and manipulate in Excel for analysis, review and presentation purposes. Ability to understand policies and procedures and to implement and enforce the same.