Facilities Operations Coordinator
Position Summary
The Facilities Operations Coordinator provides high-level operational, administrative, and reporting support for the National Facilities team. This role is responsible for coordinating work order activity, maintaining CMMS data integrity, supporting vendor execution, organizing repair and capital project documentation, preparing leadership reporting, and improving the processes that keep Facilities operations running efficiently.
This position serves as a central coordination point between Facilities, Operations, Finance, Procurement, Construction, and external service providers. Success requires strong organization, attention to detail, follow-through, professional communication, and the ability to manage competing priorities in a fast-paced, multi-unit restaurant environment.
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Primary Responsibilities
CMMS Administration and Work Order Management
• Manage, monitor, and support work orders from creation through completion within the CMMS platform, including Corrigo.
• Maintain accurate restaurant, asset, vendor, and location information to support reliable reporting and operational decision-making.
• Review open, aging, overdue, and escalated work orders; follow up with vendors, Facilities Specialists, and internal partners as needed.
• Perform routine CMMS audits to identify missing data, duplicate entries, incomplete records, and documentation gaps.
• Support workflow improvements that strengthen data quality, service visibility, and work order accountability.
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Vendor Coordination
• Coordinate with service providers regarding work order status, proposals, scheduling, access needs, completion documentation, and follow-up actions.
• Track vendor response times, proposal status, milestone completion, and outstanding service issues.
• Maintain vendor documentation, certificates, supporting records, and service-related files in an organized and audit-ready manner.
• Support vendor communication routines that drive timely execution, accurate documentation, and issue resolution.
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Project Coordination
• Provide administrative and coordination support for Repair & Maintenance projects, capital projects, asset replacements, and operational initiatives.
• Organize project documentation, proposals, approvals, purchase orders, invoices, schedules, closeout materials, and project files.
• Track project milestones, budgets, completion dates, risks, and required follow-up actions.
• Prepare project status updates, summaries, and documentation packages for Facilities leadership and business partners.
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Reporting and Analytics
Prepare recurring reports, dashboards, summaries, and leadership-ready updates that may include:
• Open, aging, overdue, and completed work order reporting
• Capital project status and milestone tracking
• Vendor performance and service-level reporting
• Repair and Maintenance activity trends
• Budget, spend, proposal, and invoice tracking support
• Compliance, asset, and documentation metrics
• Executive leadership dashboards and operational summaries
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Administrative and Department Support
• Prepare presentations, reports, meeting materials, action trackers, and communication documents for the Facilities team.
• Maintain departmental documentation, SOPs, playbooks, reference materials, shared files, and knowledge resources.
• Organize and manage Microsoft Teams, SharePoint, and shared folder structures to improve accessibility and consistency.
• Coordinate meetings, schedules, agendas, follow-ups, and department communications as needed.
• Maintain accurate records that support Facilities operations, project execution, compliance, and audit readiness.
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Process Improvement
• Identify opportunities to improve administrative processes, reporting routines, documentation standards, and workflow consistency.
• Standardize templates, trackers, reports, file structures, and communication tools to improve department efficiency.
• Support CMMS data quality initiatives and operational reporting improvements.
• Assist with automation, dashboarding, and process simplification efforts that reduce manual administrative work.
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Minimum Qualifications
• Associate degree required; bachelor’s degree preferred.
• Three (3) or more years of experience in operations coordination, facilities administration, project coordination, executive administrative support, property management support, or a related field.
• Strong organizational, follow-up, documentation, and project coordination skills.
• Strong written and verbal communication skills, with the ability to prepare clear updates for leadership and cross-functional partners.
• Ability to manage multiple priorities, deadlines, and stakeholders while maintaining accuracy and professionalism.
• High attention to detail, sound judgment, confidentiality, and ownership of assigned work.
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Preferred Qualifications
• Experience with CMMS platforms such as Corrigo, ServiceChannel, Maximo, FMX, or similar systems.
• Experience supporting Facilities, Construction, Property Management, Restaurant Operations, or multi-unit field support teams.
• Experience coordinating vendors, tracking proposals, organizing project files, and supporting service execution.
• Experience preparing executive reports, dashboards, presentations, or operational scorecards.
• Experience working with purchase orders, invoices, budgets, or spend tracking is a plus.
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Technical Skills
• Microsoft Excel, including filtering, formatting, pivot tables, XLOOKUP, data validation, and reporting
• Microsoft Outlook, Teams, SharePoint, PowerPoint, and Word
• Adobe Acrobat or similar document management tools
• CMMS software experience preferred
• Ability to learn internal systems, dashboards, reporting tools, and workflow platforms quickly
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Core Competencies
• Organization, planning, and prioritization
• Attention to detail and data accuracy
• Follow-through and accountability
• Customer service and business partnership
• Written and verbal communication
• Critical thinking and problem solving
• Process improvement mindset
• Professional judgment and confidentiality
• Adaptability in a fast-paced operating environment
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