Facilities Coordinator II

Facilities Coordinator II

Department: Facilities

Location: Huntington Beach, CA – On-Site

Employment Type: Full-Time

Reports To: Facilities Manager

FLSA Status: Non-Exempt

Salary: $24–$27/hour

About the Role

The Facilities Coordinator II is responsible for coordinating and overseeing facilities service requests, maintenance activities, vendor relationships, and day-to-day facilities support across 7 Leaves Cafe locations.

Serving as a key point of connection between store teams, internal field technicians, vendors, and Facilities leadership, this position takes ownership of facilities issues from initial report through resolution. The Facilities Coordinator II assesses incoming requests, provides basic troubleshooting support, determines appropriate next steps, coordinates internal or external resources, and ensures work is completed appropriately and timely.

This role requires strong written and verbal communication, critical thinking, organization, and follow-through. The Facilities Coordinator II must be comfortable communicating with store teams during active operations, including walking team members through basic troubleshooting while maintaining a calm, clear, and solutions-focused approach.

While this is not a technician position, the Facilities Coordinator II is expected to have sufficient working knowledge of building systems-including HVAC, plumbing, electrical, and general facilities maintenance-to effectively triage issues, communicate with technicians and vendors, understand the work being performed, and determine whether an issue has been appropriately resolved.

The ideal candidate is proactive, technologically comfortable, highly organized, and capable of independently managing multiple open issues while working collaboratively as part of the Facilities team.

Key Responsibilities

Facilities Issue Management & Troubleshooting

• Serve as a primary point of contact for facilities-related issues reported by store teams.
• Receive, assess, prioritize, and manage multiple facilities requests simultaneously.
• Respond to urgent maintenance requests in a timely manner and determine appropriate next steps based on safety, urgency, and operational impact.
• Communicate directly with store teams to gather information and understand reported facilities concerns.
• Walk store team members through basic troubleshooting procedures when appropriate.
• Ask effective diagnostic questions and request photos, videos, equipment information, or other documentation necessary to evaluate an issue.
• Determine whether an issue can be resolved through basic troubleshooting or requires support from an internal field technician or outside vendor.
• Maintain ownership of assigned facilities issues from initial report through resolution.
• Proactively follow up on outstanding requests without requiring repeated direction or reminders.
• Identify recurring, aging, high-risk, or unresolved issues and elevate them appropriately.
• Provide weekend and after-hours coverage to support store operations, which run seven days a week.

Vendor & Service Provider Oversight

• Coordinate and oversee contractors and service providers performing maintenance, repairs, inspections, and other facilities services.
• Dispatch vendors based on issue type, urgency, location, and service requirements.
• Clearly communicate the reported issue, troubleshooting already completed, and expected scope of service.
• Coordinate service appointments between vendors, internal teams, and store locations.
• Monitor vendor response times, scheduled service, progress, and completion.
• Proactively follow up with vendors to keep work moving and prevent unnecessary delays.
• Review vendor service reports, photos, work descriptions, and other documentation to understand what work was performed.
• Use working knowledge of building systems to determine whether reported work appears complete and whether the original issue has been resolved.
• Request clarification or additional service when work does not appear complete.
• Identify vendor performance concerns and elevate recurring issues to Facilities leadership.
• Maintain professional vendor relationships while holding service providers accountable for communication, responsiveness, quality, and completion.

Building Systems & Maintenance Oversight

• Coordinate and oversee maintenance, repairs, preventative maintenance, and inspections involving HVAC, electrical, plumbing, equipment, and general facility upkeep.
• Maintain sufficient working knowledge of major building systems to effectively triage facilities concerns.
• Understand common HVAC, plumbing, electrical, and general building issues and recognize when specialized technical expertise is required.
• Communicate effectively with internal field technicians and external service professionals using appropriate facilities terminology.
• Review completed work to help determine whether additional repair, troubleshooting, or escalation is necessary.
• Coordinate preventative maintenance and scheduled service activities. Own preventative maintenance completion tracking and repeat-failure documentation to provide Operations with visibility into recurring issues.
• Support the identification of recurring equipment or building issues and opportunities for longer-term solutions.

This position is not expected to perform licensed or skilled trade work. The Facilities Coordinator II is expected to possess enough technical knowledge to troubleshoot basic issues, coordinate the appropriate resources, understand vendor recommendations, and make informed decisions regarding next steps.

Store & Cross-Functional Communication

• Serve as a communication bridge between store teams, internal field technicians, vendors, Facilities leadership, and other internal partners.
• Communicate clearly, professionally, and calmly during both routine and urgent facilities situations.
• Translate technical information into practical instructions that store teams can understand and execute.
• Provide timely updates regarding service status, vendor arrival times, repair progress, delays, and expected next steps.
• Maintain effective communication even when supporting stores during high-volume or time-sensitive operating periods.
• Partner with Operations and other departments to minimize disruption to store operations.
• Escalate significant safety concerns or business interruptions to the appropriate leadership promptly.

Work Order & Technology Management

• Maintain accurate records of open and completed facilities requests within company systems.
• Independently manage a queue of facilities issues, work orders, vendors, and follow-up activities.
• Prioritize competing requests based on safety, urgency, business impact, customer impact, and available resources.
• Document troubleshooting activities, vendor communication, work performed, expenses, and final resolution.
• Monitor open work orders and proactively address stalled or aging requests.
• Utilize facilities management, project management, communication, and other company software to effectively manage work.
• Maintain organized records that provide Facilities leadership with visibility into outstanding issues and completed work.

Facilities Operations Oversight

• Coordinate and oversee maintenance, repairs, and inspections for building systems and general facility upkeep.
• Conduct or coordinate regular facility inspections to support compliance with applicable health and safety requirements and building standards.
• Track and report facilities expenses associated with maintenance, repairs, vendors, and facility improvements.
• Review and organize facilities-related invoices, estimates, and service documentation as assigned.
• Maintain and oversee inventory of tools, equipment, supplies, and other materials necessary for facilities operations.
• Own and maintain a system for backup equipment and critical maintenance parts inventory, including HVAC, RO (reverse osmosis) systems, and plumbing, including special-order items, and hold the broader team accountable for proper use and replenishment

Requirements & Qualifications

Education

• High school diploma or equivalent required.
• Bachelor's degree in Facilities Management, Business Administration, Construction Management, Project Management, or a related field a plus
• Facilities management certification, such as IFMA or another relevant industry certification, is a plus.
• Relevant experience may be considered in place of formal education.

Experience

• 2–4 years of experience in facilities coordination, facilities operations, property management, maintenance coordination, service/help desk operations, project coordination, or a similar role.
• Experience independently managing a queue of work orders, service requests, projects, or competing priorities strongly preferred.
• Experience coordinating and managing relationships with contractors or service providers preferred.
• Experience supporting multiple locations within restaurant, retail, hospitality, property management, or another multi-unit environment is a plus.
• Familiarity with HVAC, plumbing, electrical, general building systems, and workplace health and safety practices.
• Valid driver's license and willingness to travel between company locations required, as this role supports facility inspections across all 7 Leaves Cafe locations.

Knowledge, Skills & Abilities

• Strong written and verbal communication skills.
• Strong critical-thinking and problem-solving abilities.
• Excellent organizational skills and attention to detail.
• Demonstrated ability to independently manage multiple open issues and competing priorities.
• Strong sense of ownership, accountability, and follow-through.
• Ability to remain calm, professional, and solutions-focused during urgent situations.
• Ability to communicate effectively with store employees, technicians, vendors, and leadership.
• Strong vendor-management and relationship-building skills.
• Working knowledge of HVAC, plumbing, electrical, and general facilities systems.
• Ability to understand basic technical information and make informed decisions regarding appropriate next steps.
• Comfortable with technology and able to quickly learn company systems and software.
• Proficiency with facilities management, work-order, help-desk, or project-management software is preferred.
• Ability to work effectively and independently while also collaborating as part of a team.
• Sound judgment and ability to recognize when an issue should be independently resolved versus escalated.

Core Competencies

Ownership & Accountability Takes responsibility for facilities issues from initial report through completion and proactively moves work forward without needing to be chased for updates.

Critical Thinking & Problem Solving Asks the right questions, gathers relevant information, evaluates available options, and determines practical next steps.

Communication Communicates clearly and professionally with store teams, technicians, vendors, leadership, and cross-functional partners.

Organization & Prioritization Effectively manages multiple facilities issues, deadlines, vendors, and competing priorities while maintaining attention to detail.

Technical Aptitude Possesses enough knowledge of building systems to effectively troubleshoot, triage, coordinate service, and evaluate completed work without functioning as a technician.

Vendor Management Maintains productive vendor relationships while setting clear expectations for responsiveness, communication, quality, and completion.

Independent Judgment Makes sound day-to-day decisions within the scope of the position and recognizes when technical expertise or leadership escalation is necessary.

What Success Looks Like

• Takes ownership of facilities issues and consistently drives them through resolution.
• Keeps store teams informed and minimizes operational disruption.
• Effectively troubleshoots basic issues before unnecessarily dispatching vendors.
• Knows when an issue requires technical expertise and escalates appropriately.
• Keeps vendors moving without requiring leadership to repeatedly intervene.
• Maintains organized and accurate records of open and completed work.
• Effectively prioritizes multiple facilities needs across different locations.
• Builds strong working relationships with store teams, internal field technicians, vendors, and leadership.
• Demonstrates increasing technical knowledge and sound judgment when evaluating facilities issues.
• Helps create a Facilities function that is proactive rather than reactive.