[Hiring] Facilities Coordinator @Design and Development

Role Description

We’re looking for a highly organized, proactive Facilities Coordinator who thrives in a fast-paced environment and plays a critical role in keeping operations running smoothly across our locations. In this role, you’ll serve as the central hub for work order intake, vendor coordination, and issue resolution—ensuring every request is accurately triaged, efficiently dispatched, and fully resolved. You’ll collaborate closely with Facilities Managers, vendors, and restaurant teams to drive timely outcomes, manage escalations, and continuously improve processes. From coordinating repairs to supporting equipment replacements, your attention to detail and ability to prioritize will directly impact operational excellence and the overall guest experience.

What You’ll Do:

• Work Order Management and Triage
  • Serve as primary point of intake and decision-maker for work order requests.
  • Evaluate and triage work orders by assessing priority, operational risk, and business impact, adjusting categorization as needed.
  • Exercise independent judgment to determine urgency, scope, and appropriate course of action.
  • Ensure work orders are accurately coded, updated, and maintained in real time, applying discretion to resolve discrepancies.
  • Identify trends in work order data and recommend process or prioritization improvements.
• Vendor Dispatching and Coordination
  • Select and assign vendors based on trade expertise, performance history, cost considerations, and SLA requirements.
  • Make real-time decisions to reassign or escalate work based on vendor responsiveness and operational urgency.
  • Proactively manage vendor relationships, including performance monitoring and issue resolution.
  • Communicate directly with vendors to establish expectations, negotiate timelines, and ensure accountability.
  • Escalate complex vendor issues and provide recommended solutions to Facilities Managers and Director.
• Proposal and Resolution Workflow
  • Review and analyze vendor proposals to ensure alignment with scope, pricing expectations, and operational needs.
  • Exercise judgement to approve, reject, or recommend modifications to proposals prior to final approval routing.
  • Identify cost-saving opportunities or alternative solutions and advise stakeholders accordingly.
  • Validate completion details, ensuring work meets quality and compliance standards before closure.
• First Phase Escalation Management
  • Monitor priority and aging work order and independently intervene to prevent service disruptions.
  • Assess risk levels and determine when escalation is necessary based on business impact and operational urgency.
  • Partner with restaurants to gather critical information and determine appropriate resolution strategies.
  • Lead initial escalation efforts and provide clear recommendations and context to Facilities Managers.
  • Support after hours escalation decisions, including triaging and directing urgent response actions.
• Team and Cross Functional Support
  • Act as key operational partner to Facilities Managers, providing insights, recommendations, and decision support.
  • Participate in team meetings with data-driven updates, trend analysis, and improvement suggestions.
  • Identify inefficiencies and drive process improvements that enhance service delivery and response times.
• Equipment Ordering
  • Evaluate equipment failures and determine repair vs replacement strategy in partnership with Facilities Managers.
  • Exercise discretion in initiating equipment orders based on urgency, cost, and operational impact.
  • Coordinate procurement, delivery, and installation, adjusting plans as needed to meet business needs.
  • Ensure installations meet operational standards and resolve any deficiencies independently or through escalation.
  • Track equipment lifecycle trends and recommend replacement or investment strategies.

Qualifications

• 3+ years of experience in facilities coordination, property management, maintenance operations, or a similar role.
• Strong organizational skills with the ability to manage multiple work orders and priorities simultaneously in a fast-paced environment.
• Experience with work order management systems (e.g., CMMS platforms like Service Channel or similar).
• Excellent communication skills, with the ability to coordinate effectively between vendors, internal teams, and field locations.
• Demonstrated ability to triage issues, prioritize based on urgency, and make sound decisions under pressure.
• Experience working with third-party vendors, including dispatching, follow-ups, and performance monitoring.
• Strong attention to detail, particularly in reviewing proposals, tracking work order updates, and validating completion documentation.
• Proficiency in Microsoft Office tools, especially for tracking, reporting, and communication.
• Ability to travel up to 25%.

Physical Requirements:

• Ability to maintain stationary position to be able to operate a computer and other office equipment.
• Must be able to identify, analyze and assess details.
• For certain positions, must be able to occasionally move or transport items up to 50 pounds.
• Ability to communicate with others and exchange information accurately and effectively.
• Constantly positions self and move about to support ordinary restaurant or food production support or office operations, as applicable.
• Ability to work in a constant state of alertness and in a safe manner.

Benefits

• Competitive salary, plus bonus and long-term incentives.
• Early Wage Access!
• Unlimited PTO, paid parental leave, plus paid opportunities to give back to the community.
• Health, Dental, Vision, Telemedicine, Pet Insurance plus more!
• 401k enrollment with CAVA contribution.
• Company-paid STD, LTD, Life and AD&D coverage for salaried positions.
• Free CAVA food.
• Casual work environment.
• The opportunity to be on the ground floor of a rapidly growing brand.
• All exempt and non-exempt employees are eligible for benefits. Benefits are effective the 1st of the month following 30 days of service and you have until the day before the effective date to enroll.
• Please note that visa sponsorship is not available.