Maintenance & Repair Manager

Luckin Coffee USA | First Ray Operations (New York) LLC; New York (NY); On-site; USD 70,000 - 100,000; Full time

Job summary

Luckin Coffee USA | First Ray Operations (New York) LLC is seeking a Maintenance & Repair Coordinator to oversee maintenance and repair across all store locations. You will coordinate vendors, manage work orders, and ensure timely, quality repairs while controlling costs.

The role requires 3–5+ years in facilities or construction coordination, strong communication skills, and proficiency with Microsoft Office. Occasional travel to stores will be necessary to ensure standards are met.

Qualifications

• 3–5+ years of experience coordinating facility maintenance, retail operations, or construction projects.
• Work experience in Facilities Management, Construction Management, Engineering, or related field.
• Knowledge of HVAC, plumbing, electrical, fire protection systems.
• Valid driver's license and willingness to travel to store locations.
• Excellent communication and problem-solving abilities.
• Proficiency in Microsoft Office (Excel, Word, Outlook).

Responsibilities

• Oversee maintenance, repair, and upkeep of all retail store facilities.
• Coordinate vendors and contractors to complete repairs on time.
• Verify work quality and manage invoices and payments.
• Respond quickly to emergencies and communicate with store teams.
• Maintain maintenance logs and reports.
• Monitor vendor performance and manage budgets.

Skills

Vendor management

Multi-site coordination

Strong communication

Time management

Problem solving

Tools

Microsoft Office

Work order systems

Job description

Position Summary

The Maintenance & Repair Coordinator is responsible for overseeing the maintenance, repair, and upkeep of all retail store facilities. This role serves as the primary point of contact for maintenance requests, coordinates vendors and contractors, ensures timely completion of repairs, verifies work quality, and manages maintenance-related documentation, invoices, and payments. The position requires strong organizational skills, the ability to respond quickly to emergencies, and effective communication with store teams and service providers.

Key Responsibilities

Maintenance Vendor Management

• Develop, maintain, and manage relationships with handymen, HVAC contractors, plumbers, electricians, fire protection vendors, and other maintenance service providers.

• Source, evaluate, and negotiate pricing with vendors to ensure cost-effective and high-quality service.

• Maintain an approved vendor database with service coverage, pricing, response times, and performance history.

• Coordinate vendor scheduling based on maintenance priorities and store operating hours.

• Monitor vendor performance and recommend replacement vendors when necessary.

Preventive Maintenance

• Schedule and coordinate routine preventive maintenance programs for all store locations, including:

  • HVAC system inspections and servicing.

  • Air filter replacement and cleaning every two months.

  • Fire extinguisher inspections, certification, and annual maintenance.

  • Plumbing inspections and preventive repairs.

  • Electrical and lighting maintenance.

  • Door, window, ceiling, flooring, and fixture maintenance.

• Maintain preventive maintenance calendars to ensure all required inspections and services are completed on schedule.

• Track warranty periods and coordinate warranty repairs when applicable.

Repair Coordination

• Receive, prioritize, and dispatch maintenance requests from store operations.

• Coordinate repairs for plumbing, electrical, HVAC, carpentry, painting, flooring, signage, millwork, equipment, and general building maintenance.

• Manage recurring plumbing issues (average of two repair incidents per week) and ensure timely resolution.

• Coordinate all construction-related repairs resulting from store operations, equipment failures, or facility damage.

• Obtain repair estimates and recommend appropriate repair solutions based on urgency and cost.

Emergency Response

• Serve as the primary maintenance coordinator during store operation hours: emergency and non-emergency repair requests.

• Coordinate immediate response for emergencies including:

  • Water leaks

  • HVAC failures

  • Electrical outages

  • Plumbing backups

  • Security or door failures

  • Ceiling or structural issues

• Ensure emergency vendors respond within required service level agreements.

• Keep store management updated until issues are fully resolved.

Project & Repair Follow-up

• Monitor repair progress from initiation through completion.

• Verify completion of work through:

  • Photo documentation for minor repairs.

  • On-site inspections for major repairs or construction work.

• Ensure repairs meet company quality standards before closing work orders.

• Coordinate follow-up repairs when deficiencies are identified.

Documentation & Reporting

• Maintain maintenance logs and work order records for all stores.

• Track repair history, maintenance schedules, vendor performance, and repair costs.

• Prepare maintenance reports summarizing repair activities, recurring issues, and budget utilization.

• Maintain organized records of invoices, warranties, permits, inspection reports, and maintenance documentation.

Invoice & Budget Management

• Review vendor invoices for accuracy and completion of work.

• Verify pricing against approved quotations or contracts.

• Coordinate invoice approvals and submit payments in accordance with company procedures.

• Track maintenance expenditures and assist in managing annual maintenance budgets.

• Identify opportunities for cost savings through preventive maintenance and vendor negotiations.

Store Support

• Respond promptly to maintenance inquiries from store managers and operations teams.

• Provide recommendations for temporary solutions until permanent repairs can be completed.

• Educate store teams on proper maintenance request procedures and preventive care practices.

Qualifications

• Work experience in Facilities Management, Construction Management, Engineering, or a related field.

• 3–5+ years of experience coordinating facility maintenance, retail operations, or construction projects.

• Experience managing multiple vendors and service contractors.

• Knowledge of HVAC, plumbing, electrical, fire protection systems, and general building maintenance.

• Strong organizational and multitasking skills.

• Excellent communication and problem-solving abilities.

• Ability to prioritize multiple urgent requests in a fast-paced environment.

• Proficiency in Microsoft Office (Excel, Word, Outlook); experience with work order or facility management systems is preferred.

• Valid driver's license and willingness to travel to store locations as needed.

Preferred Skills

• Experience supporting multi-site F&B operations.

• Knowledge of preventive maintenance programs and vendor contract management.

• Familiarity with building codes and life safety requirements.

• Strong attention to detail and commitment to service quality.