Job Description
About Us
Maintain It is a full-service facility maintenance company supporting restaurant, retail, and commercial businesses across a wide range of maintenance and operational needs.
We provide proactive, reliable, and customized maintenance solutions designed to minimize disruptions, protect assets, and keep businesses operating at their full potential. From preventative maintenance to responsive service, our team is committed to delivering quality workmanship, strong communication, and dependable support our clients can rely on.
Position Overview
The Facilities & Maintenance Specialist is a hands-on, high-ownership role responsible for the full lifecycle of maintenance operations—from coordinating service requests, estimating, to overseeing execution on-site.
This role goes beyond scheduling. The incumbent will own work orders, vendor coordination, preventative maintenance programs, and client relationships, ensuring seamless delivery, quality control, and operational efficiency across all service work.
Key Duties/Responsibilities
Work Order & Project Ownership
- Own the full lifecycle of work orders and service projects—from intake to completion
- Plan, estimate, schedule, and execute maintenance work across multiple sites
- Review scopes, RFQs, POs, invoices, and service documentation
Vendor & Subtrade Management
- Source, coordinate, and manage vendors and subtrades
- Ensure clear scope alignment, competitive pricing, and quality delivery
- Build strong relationships with reliable service partners
Client & Stakeholder Communication
- Act as a key point of contact for clients
- Provide proactive updates and ensure strong service experience
- Coordinate across internal teams, site staff, and vendors
Quality Control & Site Presence
- Conduct site visits to verify progress, safety, and quality
- Perform post-work inspections and ensure minimal rework
- Maintain a visible and professional presence on-site
Financial & Operational Support
- Own the estimating, quoting, and budgeting process
- Support invoicing, AR/AP coordination, and cost tracking
- Monitor timelines, risks, and performance metrics
Process Improvement
- Help standardize workflows and improve operational efficiency
- Contribute to SOP development and scalable processes
- Support adoption of systems and tools (e.g., Spectrum, tracking systems)
Who You Are:
- You have 3–5+ years of experience in facilities, maintenance, construction, or service operations
- You are hands-on and solutions-oriented—you don’t wait for problems, you anticipate and resolve them
- You are comfortable managing multiple work orders, vendors, and priorities simultaneously in a fast-paced environment
- You have a solid understanding of building systems, maintenance practices, and trade coordination
- You are confident in estimating, quoting, and managing costs
- You bring strong communication skills and are comfortable working directly with clients, vendors, and internal teams
- You are highly organized and detail-oriented, with strong follow-through
- You are comfortable working both in-office and on-site, with flexibility for after-hours coordination
- You are adaptable and open to learning new systems and tools (e.g., Spectrum or similar platforms)
This is a replacement position within the team.
Our organization may use automated tools, including artificial intelligence (AI) or algorithm-assisted systems, to support the initial review of applications. These tools are used only to assist our recruiters and hiring managers; all hiring decisions include meaningful human involvement and final review.
Maintain It is an equal opportunity employer. We actively encourage applicants from all backgrounds, including those with disabilities. Accommodations will be provided upon request for candidates participating in all phases of the hiring process.