Facilities Lead & Construction Project Coordinator

Job DescriptionFacilities Lead & Construction Project Coordinator (Multi-Unit Hospitality)

Position TitleFacilities Lead & Construction Project Coordinator

DepartmentFacilities, Development & Operations

Reports ToLeadership / Head of Development (Andrew)

Employment TypeFull-Time Independent Contractor

ScheduleMonday – Friday, U.S. Business Hours Overlap Required (EST/CST)

LocationRemote / Offshore (Open to talent in Latin America , South Africa , or The Philippines )

Opportunity Overview

We are a growing hospitality group operating vibrant, high-volume restaurants across major U.S. markets—currently managing 2 locations in New York, 2 locations in Texas, and 2 new locations currently in development .

We are seeking a proactive, detail-driven Facilities Lead & Construction Project Coordinator to manage our repairs, maintenance (R&M), and preventive maintenance programs across all locations, while supporting capital improvement and store buildout projects.

This is a dynamic, high-ownership role. You will handle the day-to-day operational execution of keeping our restaurants running smoothly—sourcing vendor quotes, coordinating scheduled maintenance, managing repair tickets, and ensuring work is verified by on-site General Managers (GMs).

In addition, you will work directly alongside leadership on construction, renovation, and equipment upgrade projects (e.g., kitchen line overhauls, sound system upgrades, facility refreshes, and store closures/installations).

If you have a strong background in facilities coordination, vendor management, and basic construction project management, this role offers high impact and long-term career growth as our footprint expands.

Key Responsibilities

1. Daily Facilities & Repairs & Maintenance (R&M) Management

• Maintenance Ticketing & Dispatch: Own the intake, triage, and resolution of daily repair and preventive maintenance requests across all current and upcoming restaurant sites.

• Vendor Sourcing & Bid Comparison: Reach out to local trade contractors (HVAC, refrigeration, plumbing, electrical, kitchen equipment, AV/sound systems, general handymen) to collect competitive quotes and scope estimates.

• Store & Vendor Scheduling: Coordinate work windows directly with restaurant General Managers (GMs) to schedule vendor visits outside of peak service hours, minimizing operational disruption.

• Quality Assurance & Work Closeout: Track every repair ticket through to completion. Ensure General Managers inspect and verify work quality before closing out tickets and approving invoices.

2. Construction, Equipment Upgrades & Project Coordination

• Renovation & Upgrade Management: Support leadership (Andrew) on capital improvement projects—such as commercial kitchen equipment upgrades, line reconfigurations, sound system enhancements, and dining room refreshes.

• Project Logistics & Scheduling: Manage project timelines end-to-end: budget approvals, vendor contracting, equipment delivery logistics, and coordinating temporary restaurant closures or off-hours installations.

• Estimating & Cost Tracking: Maintain clean project budgets, tracking material lead times, quotes, purchase orders, and contractor invoices against approved budgets.

3. Preventive Maintenance & Systems Improvement

• Preventive Maintenance (PM) Programs: Maintain and enforce recurring preventive maintenance schedules across specialized equipment (grease traps, hood cleanings, ice machines, HVAC filters, fire suppression, AV/sound setups).

• Vendor Relationship Management: Maintain an organized, up-to-date vendor directory for each market (NY & TX), building reliable relationships with trusted technicians and contractors.

Ideal Candidate Profile

Required Qualifications & Experience

• Facilities / R&M Experience: 3+ years of experience in facilities coordination, repairs & maintenance management, or vendor dispatch (experience in restaurants, hospitality, retail, or multi-unit commercial real estate is strongly preferred).

• Construction PM Understanding: Proven understanding of basic construction management, blueprint/scope reading, contractor management, and project scheduling.

• Vendor Sourcing & Negotiation: Strong experience reaching out to contractors, evaluating technical scopes, comparing bids, and managing vendor accounts.

• High Detail & Follow-Through: Exceptional organizational habits. You don't let vendor tickets stall and always verify that work was completed to standard.

• Fluent English Communication: Excellent written and spoken English, with the clarity and professionalism needed to speak with vendors, contractors, equipment suppliers, and restaurant GMs daily.

Technical & Operational Skills

• Comfort using modern ticketing/facilities platforms (e.g., ServiceChannel, MaintainX, ResQ, or similar CRM/project tools like Asana, ClickUp, or Monday.com).

• Proficiency in Google Workspace / MS Office (Excel/Sheets for budget and quote comparisons).

• Resourceful problem-solver who can navigate emergency vendor calls and keep calm under operational pressure.