Facilities Coordinator

Canadian Association of Virtual Assistants (CAVA); Washington (District of Columbia); On-site; USD 60,000 - 75,000; Full time

Benefits offered by this job

Competitive salary

Early Wage Access

Unlimited PTO

Health benefits

401k

Free CAVA food

Job summary

CAVA is seeking a highly organized Facilities Coordinator to keep operations running smoothly across our locations. You will be the central hub for work order intake, vendor coordination, and issue resolution, ensuring requests are triaged and resolved efficiently.

You’ll collaborate with Facilities Managers, vendors, and restaurant teams to drive timely outcomes and maintain exceptional guest experiences. You will triage, prioritize, and track work orders, manage vendor relationships, and

Qualifications

• 3 years of experience in facilities coordination or similar role.
• Strong organizational skills to manage multiple work orders in a fast-paced environment.
• Experience with work order management systems (CMMS like Service Channel).
• Excellent communication between vendors, internal teams, and field locations.
• Ability to triage issues, prioritize urgency, and make sound decisions under pressure.
• Experience with third-party vendors including dispatching and performance monitoring.
• Proficiency in Microsoft Office for tracking and reporting.
• Ability to travel up to 25%.

Responsibilities

• Serve as the primary intake and triage point for work orders.
• Evaluate priority, risk, and impact to categorize and act.
• Coordinate vendor dispatch and monitor SLA performance.
• Review proposals, approve or modify before routing.
• Manage first-phase escalations with restaurants and teams.
• Support Facilities Managers with data-driven updates and improvements.
• Oversee equipment ordering, delivery, and installation, ensuring standards.

Skills

Facilities coordination

Organizational skills

Communication skills

Triage skills

Decision making under pressure

Vendor coordination

Travel readiness

Tools

CMMS platforms

Microsoft Office

Job description

At CAVA, we make it deliciously simple to eat well and feel good every day. We are guided by a Mediterranean heritage that's been perfecting how to eat and live for four thousand years. We prioritize authenticity, curiosity and the pursuit of excellence in everything we do. We are working towards something big, together. We foster a culture built on five core values:

• Generosity First, : We lead with kindness. Our best work happens when we act in of others.
• Constant Curiosity: We are eager to learn, grow, and explore beyond the obvious.
• Act with Agility: We welcome change; it's the only constant. We embrace, adjust, adapt.
• Passion for Positivity: We greet each day with warmth and possibility.
• Collective Ambition: We have high aspirations that are achieved when we work together with a shared purpose.

Facilities Coordinator

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 escal
• 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 busiess 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, recommendatios, 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.

The 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.

What we offer

• 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. A new hire can enroll in our benefit program by selecting a link that is emailed directly to the new hire at their personal email address once hired.
• Please note that visa sponsorship is not available.*Indicates qualifying eligible positions only