Facilities Coordinator

Insomnia Cookies, LLC; New York, Northern (NY, KY); Hybrid; USD 70,000 - 80,000; Full time

Job summary

Insomnia Cookies LLC is seeking a Facilities Coordinator to keep our bakeries and corporate offices safe, clean, and fully operational. You will own day-to-day coordination of repairs and maintenance across an assigned territory, ensuring the right vendor shows up and work is completed to standard.

You’ll build relationships with contractors across HVAC, electrical, plumbing, and equipment, track work in our CMMS, and help bakery teams stay focused on baking and serving, with on-call coverage

Qualifications

• 2+ years of experience coordinating with outside vendors, contractors, and repair companies to resolve facilities issues.
• Comfortable negotiating pricing with trade professionals across HVAC, electrical, carpentry, kitchen equipment, and plumbing.
• Detail-oriented problem solver aiming for one-stop resolution.
• Strong organizational and time management skills, with ability to multi-task across projects.
• Ability to build strong vendor relationships and hold them to timelines and cost.
• Experience with CMMS platforms is a plus (Ecotrak).
• Proficient in Microsoft Office applications (Excel, Outlook, Word).
• Excellent interpersonal skills, able to work collaboratively in a team or independently.
• Willingness to be on call on a rotating schedule and handle emergencies.

Responsibilities

• Source, schedule, and follow up with outside vendors and repair companies to resolve facility issues.
• Draft and implement preventive maintenance schedules for buildings and equipment.
• Support stores within an assigned territory and respond to needs quickly.
• Manage emergency work orders and rotate on-call responsibilities until resolution.
• Negotiate pricing and obtain multiple estimates for projects to support timely approvals.
• Administer the CMMS system and maintain data integrity across the store network.

Skills

Vendor management

Pricing negotiation

Problem solving

Organization

Time management

Vendor relationships

Communication

Project management

Customer service

On-call readiness

Tools

Ecotrak CMMS

Microsoft Office

Job description

ABOUT INSOMNIA:

Insomnia Cookies was founded in a college dorm room by then-student, Seth Berkowitz. Fast forward 20 years and so... many....cookies... later, our innovative bakery + delivery concept has become a cult brand known for its rabid following of cookie lovers who crave Insomnia's warm, delicious delivery all day and late into the night. With an expanding footprint of over 350 stores globally, an experiential, \"sweet-easy\" flagship concept, and large scale operations and delivery capabilities ... Insomnia Cookies is revolutionizing the cookie game by truly \"Imagining What's Possible\"!

ABOUT THE ROLE:

As our Facilities Coordinator, you'll keep our bakeries and corporate offices running the way our Insomniacs and guests expect-safe, clean, and fully operational. You'll own the day-to-day coordination of repairs and maintenance across an assigned territory, making sure the right vendor shows up, the work gets done right, and our bakery teams can stay focused on baking and serving.

You’ll build relationships with contractors and trade professionals across HVAC, electrical, plumbing, carpentry, and kitchen equipment, and you'll hold them accountable to quality, cost, and timelines. You'll also bring structure to how we track and manage this work, using our CMMS platform to keep every request, work order, and project moving.

Success means our bakeries stay open, our equipment stays running, our health and safety standards are always met, and our store teams feel supported by a Facilities function that's responsive, organized, and easy to work with.

This role reports to our Facilities Support Manager.

WHAT YOU'LL DO:

KEEP OUR STORES RUNNING

• Source, schedule, and follow up with outside vendors, contractors, and repair companies to resolve issues involving HVAC, electrical, carpentry, kitchen equipment, plumbing and general repair/maintenance.
• Draft and implement preventive maintenance schedules for buildings and equipment so small issues don't become big ones.
• Support stores within an assigned territory, staying close to what they need and how quickly they need it.
• Work through emergency work orders and situations to full resolution, asking for help when needed, including on a rotating on-call schedule.

MANAGE VENDORS AND COST

• Arrange and present multiple estimates for projects to support informed, timely approvals.
• Negotiate pricing on repair and maintenance work across HVAC, electrical, plumbing, kitchen equipment, and general handyman trades.
• Build strong vendor relationships while holding them accountable to timelines, quality, and cost.

BUILD A SYSTEM THAT SCALES

• Own day-to-day administration of our CMMS system, including receiving work requests, assigning work orders, entering system data, and maintaining overall data integrity.
• Bring structure and consistency to how facilities issues are logged, tracked, and resolved across the store network.

BE A GREAT PARTNER TO OUR BAKERY TEAMS

• Treat store teams as your internal customer- understand their needs, communicate progress clearly, and make their satisfaction a top priority.
• Recognize and act on opportunities to improve how facilities work gets done, adjusting your approach as situations warrant.
• Take on other responsibilities as they arise and as the team grows.

MINIMUM QUALIFICATIONS:

• 2+ years of experience working with outside vendors, contractors, and repair companies to resolve and repair facilities issues.
• Comfortable working with and negotiating pricing with trade professionals across HVAC, electrical, carpentry, kitchen equipment, and plumbing.
• A detail-oriented problem solver who aims for one-stop resolution.
• Strong organizational and time management skills, with the ability to multi-task and manage multiple projects simultaneously.
• Ability to build strong vendor relationships while holding them accountable to timelines.
• Strong working knowledge of Microsoft programs (Excel, Outlook, Word, etc.).
• Ecotrak (CMMS platform) experience preferred.
• Strong interpersonal skills with the ability to work well in a team environment and independently, without regular direct supervision.
• Ability to manage technically complex projects using independent judgment and personal initiative.
• A strong provider of customer service.
• Willingness to be on call on a rotating schedule and to work emergency situations through to resolution.

Equal Employment Opportunity

Insomnia Cookies is an Equal Opportunity Employer. We are committed to creating a diverse and inclusive workplace where everyone feels welcome. We consider all qualified applicants for employment without regard to race, color, religion, sex (including pregnancy, sexual orientation, or gender identity), national origin, age, disability, genetic information, veteran status, or any other protected characteristic under applicable federal, state, or local law.

Reasonable Accommodation

If you require a reasonable accommodation during any part of the application or hiring process, please let us know. We are committed to providing reasonable accommodations to qualified individuals with disabilities.

Additional Information

Employment with Insomnia Cookies is contingent upon successful completion of any background checks, employment verification, and other pre-employment requirements applicable to the position and permitted by law. Insomnia Cookies complies with Philadelphia's Fair Chance Hiring Law.

Ready to Join?

We're looking for leaders who bring great energy, take ownership, develop great teams, and love making someone's day a little sweeter.

Insomnia Cookies offers a competitive compensation package including base salary and annual incentive opportunity, along with a comprehensive benefits package designed to support our Insomniacs in and outside of work. And of course, free cookie

$70,000 - $80,000 a year