Facilities Maintenance Coordinator & Dispatch

Job Description

Job Description

Facilities Maintenance Coordinator & Dispatcher

Location: Highland, NY (Hybrid)
Department: Facilities & Maintenance
Reports To: Maintenance Manager

Company Overview

Chestnut Group is a trusted convenience retail brand, preferred fuels marketer and exceptional place to work in the tri-state area. The family-owned company owns and operates gas stations and convenience stores under the Chestnut Market brand and is a preferred supplier for premium fuel flags including Shell, Exxon Mobil and BP among others.

The company has a growing portfolio of retail, wholesale and food service operations across the Northeast.

Chestnut Group is focused on creating and delivering exceptional people-first convenience with care – every experience, every time. Come join our growing and passionate team!

Position Summary

The Facilities Maintenance Dispatcher is responsible for coordinating maintenance and repair activities across Chestnut Group's retail, office, and support facilities. This position serves as the central point of communication between store teams, Area Supervisors, internal maintenance technicians, and third-party vendors to ensure maintenance requests are prioritized, dispatched, tracked, and completed efficiently.

The Dispatcher manages the Computerized Maintenance Management System (CMMS), monitors work order completion, maintains vendor relationships, tracks maintenance metrics, and supports compliance with company safety standards and regulatory requirements. This role plays a critical part in minimizing downtime and ensuring Chestnut facilities remain safe, functional, and well maintained.

This is a hybrid position requiring three (3) days per week in the Highland office and two (2) remote workdays, based on the business needs and after successful completion of 90-day probationary period. The work week schedule is from Wednesday-Sunday.

Our Values

• Safety – We protect the well-being of our people, partners, and communities.
• Quality – We deliver unmatched experiences and service.
• Unity – We collaborate to achieve shared goals.
• Integrity – We do the right thing, always.
• Responsibility – We take ownership of our work and outcomes.
• Respect – We treat everyone with dignity.
• Empowerment – We give people the tools to succeed.
• Love – We bring passion to everything we do.

Our behaviors emphasize operating with excellence, creating welcoming environments, rewarding performance, communicating openly, staying accountable, and approaching challenges with a growth mindset.

Key Responsibilities

• Serve as the primary point of contact for all maintenance requests from retail stores, office locations, and operational facilities.
• Receive, prioritize, dispatch, and monitor maintenance work orders through the Computerized Maintenance Management System (CMMS).
• Coordinate maintenance and repair activities between store personnel, Area Supervisors, internal maintenance technicians, and third-party contractors.
• Monitor work order progress to ensure timely completion and communicate status updates to stakeholders.
• Maintain regular communication with maintenance personnel to ensure efficient scheduling, workload distribution, and completion of assigned work.
• Monitor and evaluate maintenance technicians' use of the CMMS to ensure accurate documentation, timely updates, and proper closure of work orders.
• Generate reports and analyze maintenance performance metrics, including response times, completion rates, labor utilization, and vendor performance.
• Coordinate vendor scheduling and maintain relationships with external contractors to ensure quality workmanship and timely service delivery.
• Assist in onboarding and training store personnel and management on maintenance request procedures and proper use of the maintenance management system.
• Support the implementation of maintenance programs, policies, and standardized operating procedures to improve operational efficiency.
• Maintain and continuously improve the computerized maintenance management system, including work order tracking, preventive maintenance schedules, vendor records, and asset information.
• Develop, maintain, and update maintenance-related safety, health, and environmental procedures in partnership with the Maintenance Manager.
• Support compliance with OSHA regulations and applicable federal, state, and local safety and environmental requirements.
• Monitor maintenance safety records and contractor compliance to promote a safe working environment.
• Track company-owned maintenance vehicles, tools, and equipment to ensure proper maintenance, utilization, and accountability.
• Maintain inventory levels of commonly used maintenance materials and supplies, initiating replenishment orders as needed.
• Assist with budget tracking by monitoring maintenance expenditures, purchase orders, invoices, and vendor billing documentation.
• Identify opportunities to improve maintenance operations, dispatch efficiency, system utilization, and customer service.
• Maintain confidentiality of company information and communicate professionally with employees, vendors, and leadership.

Required Qualifications

• 3–5 years of facilities maintenance coordination, dispatching, operations, or administrative experience required.
• Associate's degree in Business Administration, Facilities Management, Operations Management, or a related field preferred; equivalent work experience will be considered.
• Experience coordinating maintenance activities across multiple locations preferred.
• Experience using a Computerized Maintenance Management System (CMMS) or work order management software required.
• Strong organizational, multitasking, and time management skills.
• Excellent verbal and written communication skills with the ability to coordinate multiple priorities simultaneously.
• Proficiency in Microsoft Office, including Excel, Outlook, and Word.
• Strong customer service, problem-solving, and decision-making skills.
• Ability to work independently while collaborating with cross-functional teams.
• Ability to maintain confidential information with professionalism.

Preferred Skills

• Experience supporting retail, convenience store, fuel, hospitality, or multi-site operations.
• Knowledge of preventive maintenance programs and facilities management best practices.
• Experience scheduling internal maintenance technicians and outside contractors.
• Familiarity with OSHA safety standards and regulatory compliance.
• Experience tracking maintenance budgets and vendor invoices.
• Experience utilizing maintenance performance metrics and reporting.
• Bilingual – Spanish preferred.

Compensation & Benefits

• Competitive salary
• Comprehensive health coverage
• 401(k) with company match
• Generous paid time off (PTO)
• Professional development and growth opportunities