Project Coordinator-Facilities

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HOW WE TAKE CARE OF YOU:

• For full time employees, Health, Dental, Vision, 401K with generous matching program, generous paid time off.
• Potential Annual Bonus Opportunity.
• 50% discount at restaurants and retail locations.
• Career advancement opportunities as we are growing!
• For more benefit related information please click HERE.

Please cut and paste this URL into a new browser to view our detailed list of benefits or apply directly on our career site

https://www.tommybahama.com/content/dam/tommy/Career%20pages/Tommy_Bahama_Benefits_Final_WA.pdf

SET THE COURSE

The Project Coordinator-Facilities is responsible for scheduling facility repair, maintenance, and preventative service activities across retail and restaurant locations. Work will be executed primarily through third-party service providers, utilizing ServiceChannel where applicable. This role includes oversight of both scheduled and emergency projects, with the flexibility to respond to urgent issues outside of standard business hours.

Key responsibilities include developing and maintaining positive relationships with vendors to ensure timely, high-quality service delivery. The Project Coordinator-Facilities will serve as a liaison between internal stakeholders and external partners, ensuring that service levels meet operational needs and that any issues are resolved efficiently and effectively.

BE THE ISLAND GUIDE

Work Order Management

• Schedule and track all repair, preventative maintenance, and service work orders in the CMMS, initiated by stores, field leadership, including retail and food and beverage.
• Evaluate the scope of work for each request to ensure proper execution.
• Assign the appropriate trade, problem type, vendor, and GL code for each order.
• Collect bids and proposals, review and award work within policy guidelines and not-to-exceed limits.
• Partner with internal stakeholders for approvals when needed.
• Coordinate multiple trades and vendors to ensure seamless project execution.
• Manage procurement and timely delivery of necessary materials and equipment.

Vendor and Stakeholder Coordination

• Provide clear guidance to vendors, contractors, and location staff to ensure smooth and minimally disruptive service delivery.
• Interpret vendor contracts and ensure service accountability, quality control, and warranty compliance.
• Read and appropriately interpret construction drawings, providing necessary documents and directions to vendors.
• Maintain regular communication with stakeholders regarding the status of ongoing work.
• Partner with landlords and their representatives for timely resolution of lease-related facility issues.

Documentation and Administrative Duties

• Maintain organized and current project files and documentation.
• Ensure all work orders are closed out in a timely manner, with proper invoicing and documentation in the CMMS.
• Process vendor invoices accurately through finance systems, using appropriate GL coding.

Preventative Maintenance

• Create and maintain location-specific preventative maintenance schedules.
• Coordinate service providers and ensure completion of recurring maintenance tasks.
• Keep location data and maintenance records up to date in the CMMS and corporate systems.
• Set up location reminders and triggers for scheduled maintenance actions.

Emergency and After-Hours Response

• Serve as part of the on-call rotation to respond to and coordinate emergency facility repairs and service issues during weekends or outside normal business hours.

Vendor Management and Strategic Support

• Support the strategic onboarding of new vendors, ensuring alignment with service expectations and company standards.
• Manage facility-related tasks that may fall outside the scope of the CMMS when required.
• Remain flexible and ready to support other facility or operational duties as needed.

ESSENTIALS FOR LIFE IN PARADISE

• Bachelor's Degree highly preferred. FM certification and/or PMP Certification is a plus.
• Generally, 2+ years' experience in building and equipment repair or past facilities management experience.
• Knowledge of all building systems which would enable the individual to maintain and troubleshoot HVAC, restaurant equipment, carpentry, plumbing, fire/life safety, electrical, lighting and flooring.
• ServiceChannel software experience preferred.
• Previous experience in retail and/or restaurant industry a plus.
• Requires ability to wear many hats.
• Be proficient in MS Office, Outlook, Adobe, Smartsheet, Zoom, Teams, Telephone
• Adept at excel.
• Bending, stooping or kneeling occasionally required.

Multiple factors will vary the applicable rate of pay for this role, including an individual's experience, knowledge, and skillset, as well as work location and available budget.

Pay Range: $30-$40/hour

Mahalo (thank you) for your interest in Tommy Bahama!

Tommy Bahama is an equal opportunity employer and does not discriminate against qualified applicants based on race, color, sex, gender, gender identity, gender expression, religious creed, sexual orientation, pregnancy, national origin, ancestry, age, military and veteran status, marital status, physical or mental disability, protected medical condition, genetic information, reproductive health decision-making or any other characteristic protected by law. If you need an accommodation to complete an online application, please contact the location you are applying to or send an email to our recruiting team at recruiter@tommybahama.com.

Tommy Bahama participates in E-Verify. Details in English and Spanish. Right to Work Statement in English and Spanish.