Maintenance Manager, Fueling Systems

Are you curious about solving complex business challenges for a leading convenience retailer? Do you have a passion for cross functional collaboration? Then you may be the perfect addition to our team! Cumberland Farms is one of the fastest-growing convenience retailers in the United States, committed to becoming America's #1 'one-stop' destination. The business has an established pedigree of delivering excellent fuel, grocery and merchandise, and food service. Headquartered in Westborough, Massachusetts, our Company has grown to over 1,500+ locations across the United States employing over 18,000 team members. You can find us operating under the following store banners: Certified Oil, Cumberland Farms, Fastrac, Kwik Shop, Loaf N Jug, Minit Mart, Sprint Food Stores, Tom Thumb, Turkey Hill, and Quik Stop. Our US headquarters in Westborough, MA is home to our Store Support Center, Company Warehouse, and Culinary Center. What We Offer: Competitive Wages Work today, get paid tomorrow through our earned wage access program* Paid Time Off Medical/Health/Dental Coverage 401K with Company Match Team Member Discounts Tuition Reimbursement Employee Assistance Program Health Savings Account Company Spirit Days Employee recognition and awards And much more! Position Summary: The Maintenance Manager, Fueling Systems is responsible for the reliability, uptime, and cost performance of fueling equipment across approximately 600 fueling stations. This position manages the open work order book with priority on tickets carrying sales impact, administers scheduled preventive maintenance programs, and serves as the technical subject matter expert for fuel system troubleshooting. The position manages a network of approximately 150 maintenance vendors and is accountable for an annual third-party maintenance vendor spend of $5 million to $7.5 million. Responsibilities: 1. Work Order Management & Aging Ticket Follow-Up a. Review, prioritize, assign, and manage maintenance work orders from initiation through completion. b. Follow up on aging work orders, prioritizing tickets with sales impact, and drive them to resolution. c. Monitor work order status and contractor performance to ensure work is completed within established service level expectations. d. Coordinate emergency repair activities and monitor emergency response calls through final resolution. e. Analyze recurring maintenance issues and implement corrective actions to improve equipment reliability. 2. Preventive Maintenance Programs a. Manage scheduled preventive maintenance programs for fueling equipment across assigned locations. b. Ensure preventive maintenance is completed on schedule, performed to specification, and properly documented. c. Adjust preventive maintenance scope and intervals based on equipment performance and failure trends. d. Coordinate scheduling and vendor execution of required equipment testing and inspections in support of the compliance function. 3. Technical Support & Remote Monitoring a. Serve as the subject matter expert for fuel system troubleshooting and assist field teams, operations, and vendors in diagnosing equipment issues. b. Use IoT and remote monitoring platforms, including Dover DxMonitor / SiteIQ and Titan, to diagnose equipment issues and validate repairs remotely. c. Monitor ATGs, fuel dispensers, and alarm systems to identify and resolve operational issues proactively. d. Manage Automatic Tank Gauge (ATG) programming, configuration, alarm management, and system diagnostics. e. Resolve issues remotely where possible to avoid unnecessary service calls and reduce downtime. 4. Invoice Review & Approval a. Conduct detailed invoice reviews to verify labor hours, materials, parts, and contracted rates against the work actually performed. b. Apply hands‑on technical expertise to confirm that billed diagnoses, repairs, and parts are appropriate for the reported failure. c. Verify serial numbers on high-cost components against OEM tools to confirm warranty status before approving payment. d. Identify, challenge, and resolve billing discrepancies with vendors. e. Approve contractor invoices following review and validation of completed work. 5. Proposal Review & Cost Control a. Manage an annual third-party maintenance vendor spend of $5 million to $7.5 million, ensuring billed work is validated and competitively priced. b. Review contractor proposals, scopes of work, and service recommendations for technical accuracy and cost-effectiveness. c. Propose alternative repair approaches, components, or scopes of work to control cost or reduce equipment downtime. d. Review and approve project estimates. e. Track maintenance expenditures and ensure alignment with approved budgets. f. Identify opportunities for cost savings and operational efficiencies. 6. Capital Project & AFE Administration a. Identify work that qualifies as capital and submit Authorization for Expenditure (AFE) requests to secure funding approval and prevent payment delays. b. Support fuel system upgrades, equipment replacements, and capital improvement initiatives. c. Develop project scopes, schedules, and contractor requirements, and track spend against approved AFEs. d. Coordinate stakeholders to minimize operational disruptions during project execution. 7. Special Projects & Cross-Functional Support a. Support fueling systems-related special projects on behalf of the IT, Construction, and Environmental departments, serving as the technical resource on equipment, systems, and site requirements. b. Advise the Construction department on fuel system scope, equipment selection, and site requirements for new builds, remodels, and equipment replacements. c. Support IT initiatives involving fuel system connectivity, remote monitoring platforms, and equipment integrations. d. Provide equipment and system expertise to Environmental department projects, including tank and line testing, monitoring upgrades, and related remediation work. e. Represent fueling systems interests in cross-departmental planning to ensure equipment reliability and uptime are considered in project decisions. 8. Vendor & Contractor Management a. Manage a network of approximately 150 maintenance vendors and contractors supporting approximately 600 fueling stations. b. Use technical expertise to hold vendors accountable for accurate diagnoses, quality workmanship, and appropriate repair recommendations. c. Establish performance expectations and accountability measures for quality, safety, and responsiveness. d. Ensure safe work practices are followed by employees and contractors at all times. e. Develop strong working relationships with service providers while driving operational excellence and cost control. 9. Warranty Administration a. Review warranty eligibility and coordinate warranty claims related to fueling equipment and components. b. Maintain warranty records and track warranty coverage periods. c. Ensure warranty opportunities are leveraged to reduce maintenance costs. 10. Communication & Stakeholder Management a. Communicate effectively with operations, field teams, vendors, and leadership. b. Provide updates regarding equipment performance, open work order status, project status, and emergency events. c. Develop and maintain strong cross-functional relationships to support business objectives. Working Relationships: Internal: site and field operations teams, facility maintenance staff, finance and accounts payable, capital planning, and senior leadership. Partners with the IT, Construction, and Environmental departments on fueling systems-related special projects. External: fuel system maintenance vendors and contractors, petroleum equipment service providers, original equipment manufacturers (OEMs), and testing and inspection firms. Licenses/Certifications: API or other relevant professional certifications preferred. Soft Skills: Excellent verbal and written communication skills, with the ability to convey equipment performance, work order status, project status, and emergency events clearly to operations, vendors, and leadership. Technical credibility - able to engage vendors and field technicians as a peer on equipment issues. Safety leadership - models and reinforces safe work practices and proactively identifies operational risk. Problem solving and decision making, including under time pressure during emergency events. Accountability and follow-through in holding contractors and vendors to performance expectations. Financial discipline and cost consciousness in reviewing proposals, invoices, and expenditures. Organization and prioritization across multiple sites, work orders, and competing demands. Sense of urgency and responsiveness in driving aging and sales-impacting tickets to closure. Cross-functional relationship building and collaboration. Minimum Education: Bachelor's degree in Facilities Management, Engineering, Construction Management, Business, or an equivalent combination of education and experience. Preferred Education: Bachelor's degree in Facilities Management, Engineering, or Construction Management. Minimum Experience: 7+ years of experience in fuel systems, facility maintenance, or petroleum equipment operations. Hands-on field service or technician experience with fueling equipment, or equivalent technical depth sufficient to independently validate vendor diagnoses and repair recommendations. Extensive knowledge of underground storage tanks (USTs), fuel dispensing systems, and Automatic Tank Gauges (ATGs). Extensive knowledge of fuel system monitoring and alarm management. Experience using remote monitoring or IoT platforms to diagnose fuel system equipment. Experience managing scheduled preventive maintenance programs. Experience managing multiple vendors and contractors across geographically dispersed locations. Proven experience reviewing and approving invoices, proposals, and contractor estimates. Experience managing emergency maintenance and response situations. Strong project management and organizational skills. Proficiency with work order management systems, CMMS platforms, and Microsoft Office Suite. Preferred Experience: Prior field technician experience servicing fuel dispensers, USTs, and ATGs. Experience with Veeder-Root, Franklin Fueling Systems, or similar ATG platforms. Experience with Dover DxMonitor / SiteIQ, Titan, or similar remote monitoring platforms. Familiarity with capital expenditure and AFE approval processes. Petroleum equipment industry experience. Multi-site facilities or retail fueling operations experience. Travel: Minimal - less than 5%. Occasional travel as needed to support maintenance activities, inspections, contractor management, or project execution. Hours & Conditions: Standard business hours, 8:00 a.m. to 5:00 p.m. Must be available outside of scheduled hours as needed to support emergency response events. Remote position. Physical Requirements: XX At Cumberland Farms, it's important that our employees reflect the world we live in and the communities we serve. We celebrate our differences, so your unique background and skillset could bring a wonderful new perspective to our team. If you have a passion for delivering exceptional results, thrive in a fast-paced corporate environment, and bring experience in business management or related areas, we'd love to meet you - even if you don't meet every single requirement. Consistent with Massachusetts Pay Transparency Law, we're sharing the base salary range for this position. Final pay within this range will be based on your skills, experience, and qualifications. Base pay represents just one part of our total rewards approach. We're proud to offer a variety of financial and non-financial benefits that invest in your overall growth, well-being, and career journey. #J-18808-Ljbffr Cumberland Farms, Inc.