Facilities Assistant

MODWASH LLC•Chattanooga, TN

11d•$50,000 - $0

About The Position

The Facilities Assistant supports day-to-day management, maintenance, and operational efficiency across a network of car wash locations. The role helps maintain operational reliability, safety, and customer satisfaction by coordinating repairs and inspections, overseeing maintenance schedules, managing service-contract documentation, and working with internal teams and external vendors. The position reviews facilities vendor invoices for accuracy, completeness, supporting documentation, approved pricing, and completed work. It codes and routes invoices, approves items within assigned spending authority, disputes noncompliant invoices, tracks review status, and escalates larger amounts to the Director of Facilities. It also helps establish and maintain a master compliance inspection calendar, schedules required testing and inspections, coordinates site access, collects records, and follows up on failed tests until corrective work is complete. The role maintains vendor records, responds to billing and scheduling questions, escalates performance issues, prepares reports on invoice activity and inspections, and supports audits and regulatory requests. The work may be remote and/or office-based, with 40–60% travel across multi-state markets and possible visits to car wash locations during operating hours, including weekends or early mornings. The schedule is Monday through Friday, 8:30 a.m. to 5:30 p.m., with some flexibility for remote work. The job description notes that duties may change at any time with or without notice.

Requirements

High school diploma or equivalent.
At least 2 years of experience in accounts payable, facilities coordination, property management, or a similar administrative role.
Experience reviewing invoices against quotes, contracts, or purchase orders.
Experience scheduling vendors or service work across multiple locations.
Proficiency with Excel or Google Sheets and a work order or accounts-payable system.
Attention to detail, including the ability to identify pricing errors, duplicate bills, and missing paperwork.
Organization and ability to manage many recurring due dates.
Judgment to determine when to approve, challenge, or escalate an item.
Clear, firm communication with vendors and helpful communication with site managers.
Follow-through in resolving invoice disputes and failed inspections.

Nice To Haves

Associate or bachelor's degree in business, accounting, or a related field.
Familiarity with backflow testing, NFPA 10 fire extinguisher requirements, or stormwater permits.
Experience with multi-site retail, restaurant, or car wash facilities.
Experience with a CMMS or work order platform.

Responsibilities

Receive, log, and review facilities vendor invoices for accuracy, completeness, and supporting documentation.
Match invoices to work orders, quotes, and service reports, and confirm work was completed at the correct site.
Check invoice pricing against agreed rates, contracts, and approved quotes; flag duplicate, excessive, or unauthorized charges.
Approve invoices within assigned spending authority and route larger amounts to the Director of Facilities.
Deny or dispute invoices that do not meet requirements, document the reasons, and work with vendors to resolve or rebill them.
Code invoices to the correct location and expense category and forward approved invoices to Accounting on schedule.
Track invoice aging and follow up on items delayed in review.
Build and maintain a master inspection calendar using site inspection histories, due dates, permits, and local requirements.
Schedule annual backflow preventer testing and submit results to local water authorities where required.
Schedule fire extinguisher inspections, servicing, and hydrostatic testing, and confirm tags and records are current.
Schedule stormwater management inspections, including oil/water separators, grit traps, and site drainage, in accordance with permits or local requirements.
Coordinate inspection access and timing with site managers to limit disruption to wash operations.
Collect and file certificates, test reports, and inspection results; follow up on failed tests until corrective work is complete.
Maintain current vendor contact information, certificates of insurance, and license or certification records.
Respond to vendor billing and scheduling questions and escalate vendor performance issues.
Produce regular reports on invoice volume, spending by site, and upcoming or overdue inspections.
Support audits and regulatory requests with organized, retrievable documentation.