Facilities Coordinator

Potbelly Corporate•Chicago, IL

13d•Remote

About The Position

The Facilities Coordinator will play a key role in driving our R&M expenses downward through work order management, vendor management, full proposal review to include an awareness of time needed to complete a Preventative Maintenance & repair work order and current parts costs and bringing new and innovative ideas to the table. The Facilities Coordinator will also provide support to the field. The Facilities Coordinator will develop strong vendor relationships, be responsible for specific categories as determined by Sr Facilities Manager, assist in creating, developing, and implementing facility guidelines. The individual will support all company driven initiatives. They will act as back up to Sr. Facilities Manager and Facilities Team as needed. Some of the main responsibilities of the Facilities Coordinator include managing the PM Expense & budgets, contributing to Vendor performance management, work order flow management, proposal review, review and process invoices, special projects preparing monthly reports and facilitating overall communication to the field pertaining to facility management initiatives. This position is measured by time to complete work orders, budget expense and P&L line items.

Requirements

Must have the ability/stamina to work a minimum of 50 to 55 hours a week.
Ability to lift a minimum of 50 pounds, frequently.
Ability to travel in the field as needed.
Will frequently reach, feel, bend, stoop, carry, finely manipulate, and key in data.
Must be able to work in both warm and cool environments, indoors and outdoors.
Must be able to tolerate higher levels of noise from music, customer, and employee traffic.
Must be able to tolerate potential allergens: peanut products, egg, dairy, gluten, soy, seafood and shellfish.
Ability to support several fast-paced, high-volume, customer-focused shops through organization and coordination of schedules, supervision and counseling of employees, problem-solving, maintaining cleanliness, and providing great customer service.
Must be able to engage in problem-solving skills to help identify and solve potential issues in the field.
Must be able to communicate heavily with employees and Support Center and Zone Team members through telephone, e-mail and in-person communications.
High School diploma or equivalent
5+ years in general facilities maintenance/management preferred, with restaurant industry experience, particularly refrigeration, being a definite a plus.
Experience in workflow management systems.
Excellent organizational and time management skills
Ability and desire to work with minimal guidance
Strong initiative
Outgoing and enthusiastic and fun
Strong written and oral communication skills
Detail oriented.
Microsoft Word, Strong Excel, PowerPoint and Workflow Management System.
Must have strong interpersonal skills and have the ability to build strong relationships with vendors, landlords and city government contacts.
Ability to manage and adhere to budgets.
Passionate, energetic, flexible, highly motivated, and must be able to work independently.
Must be willing to work non-traditional hours.

Nice To Haves

associate degree preferred
restaurant industry experience, particularly refrigeration, being a definite a plus.

Responsibilities

Manage the maintenance of fully functional and compliant facilities, as well as assist in the annual plan and budget for responsible regions and or categories.
Maintain tracking reports on budget management for unplanned maintenance, contractual maintenance programs, special projects, and review/approval of all invoices pertaining to the same.
Complete review of proposals prior to approval
Maintaining and updating “Parts Listings”
Become proficient in knowledge of all PB shop related equipment – to include, but not all inclusive, refrigeration, HVAC, hot water heaters, doors and locks, grease traps and plumbing. Knowledgeable of time needed to complete needed repairs.
Assist in vendor post-work verifications and regular vendor performance review.
Manage services of third-party contractors as well as monitor their daily performance and PM completion within allotted time.
Ability to communicate with customers (operations team) to identify specific and general facility needs to better service the shops.
Working knowledge of applicable regulations, standards, and safety practices.
Available to be ‘On-Call’, monitoring MOL as assigned 24/7 or to respond to emergency scenarios from shop or vendors
Assist with any other Facilities related duties as requested