Facilities Administration Manager Jobs

Role Description

The Facilities Administration Manager works directly with the Sr. Director of Facilities & Development, Facilities Managers, and across other departments to provide administrative support to restaurant facilities initiatives, projects, and activities. The Facilities Administration Manager is responsible for the management of multiple facets within the department including the setup & administration of the CMMS (Computerized Maintenance Management System), and its functions. This includes, but is not limited to, onboarding vendors with proper compliance/insurances, removal of vendors, tracking capital budget spend & reporting, asset management, processing invoices, and rollout/project data management. Ongoing training as an apprentice within the department to continue to develop skills and knowledge of the company, its systems and processes.

Responsibilities

• Coordinate, prioritize and assign tasks and projects, tracking and reviewing work progress
• Manage the rollout of system wide updates by working with IT, Accounting, and other departments.
• Manage company preventive maintenance program for building fire suppression systems, kitchen exhaust hood cleaning, ansul testing, fire extinguisher inspections and backflow preventer inspection/replacement outside of Service Channel (CMMS)
• Manage company preventive maintenance program for building mechanical systems HVAC, refrigeration, ice machines, make up air units, oven PCU’s & grease removal, in Service Channel (CMMS)
• Grow and manage relationships with outside vendors and contractors; ensure delivery times are met
• Assist Facilities Department & necessary departments with vendor onboarding, and the creation of tasks and operation’s specialty dispatch lists
• Create and manage reports for DM’s which outline R&M, and Major R&M spend by trade and asset(s)
• Provide administrative support to Facilities and Development Team including initiating communication and coordination with necessary departments regarding requests
• Setup, manage, implement improvements, and provide the overall system administration of the CMMS Service Channel system
• Coordinate with vendors and local ops team that proper documentations, tags, permits are always present at the locations and available centrally in the company central drives
• Manage overall warranty process for new equipment and rollouts
• Maintain files, records, and databases of past and ongoing construction/company projects to provide status updates
• Assist other departments to create scope and execution of rollouts
• Train Facilities Managers, Operations, and necessary departments on Service Channel profiles and upgrades.
• Collaborate with FMs and Sr Director on capital budget tracking and provide detailed reporting to help ensure budgets are executed within the proper time frame
• Project oversight of budgets & multi-department Special Projects
• Any other task that may be called upon to be completed, at the discretion of the Sr Director of Facilities and Development
• Drive a high level of capability within the facilities function
• Act as the field contact for problem resolution with landlords or property managers as needed

Qualifications

• Working knowledge of CMMS (Computerized Maintenance Management Systems)
• Frequent travel required, both by car and plane
• Task oriented, ability to successfully multitask and delegate successfully
• Must be able to lift up to 25 lbs frequently, occasionally up to 100 lbs
• Strong communication skills
• Minimum 4 years experience supporting administrative duties and projects in the Facilities function
• Minimum 3 years of experience working in a Facilities role within the hospitality, restaurant, or retail industry
• Experience successfully managing multiple projects simultaneously
• Strong Microsoft Office skills, especially Excel, required
• Excellent organizational skills

Benefits

• 401k with up to 4% match after ninety (90) days of employment
• Company-contributed legal insurance coverage
• Managed time off
• 50% off Citibike membership
• Monthly cell phone reimbursement of $35
• Team member discounts at all our brands
• Company-contributed pet insurance
• Monthly $125 transit stipend
• Pre-tax commuter benefits
• Quarterly gift card able to be used at any of our brands
• Life insurance coverage fully paid by the Company
• Enrollment in Company-contributed health care plan

Convive Brands is an Equal Opportunity Employer. We do not discriminate in employment on the basis of race, color, religion, sex, gender identity, national origin, political affiliation, sexual orientation, marital status, disability, age, veteran status, or other protected class. Convive Brands celebrates diversity and is committed to creating an inclusive environment for all employees.