Job Description
Job Description
MAINTENANCE COORDINATOR
SEPD | Florida | Corporate Support Role
Position Summary
SEPD is seeking an organized, responsive, and service-oriented Maintenance Coordinator to support day-to-day maintenance execution across the company’s Retail, Wholesale Fuel, Real Estate, and Corporate operations.
The Maintenance Coordinator serves as the central coordination point for maintenance requests, vendors, work orders, service follow-up, documentation, invoices, and communication. This role is critical to keeping locations operational, ensuring maintenance issues move from request through resolution, and providing accurate visibility into status, cost, and vendor performance.
The role requires sound judgment, urgency, strong follow-through, and the ability to manage competing priorities in a fast-paced, multi-site environment.
Key Responsibilities
- Receive, document, prioritize, and route maintenance requests through the approved work-order process.
- Coordinate vendor dispatch, scheduling, site access, service updates, and completion follow-up across geographically dispersed locations.
- Support maintenance needs involving buildings, roofs, HVAC, refrigeration, plumbing, electrical systems, parking lots, lighting, signage, store equipment, fuel systems, dispensers, canopies, car washes, and related site infrastructure.
- Maintain accurate work-order records, including problem descriptions, timestamps, vendor assignments, estimates, approvals, completion notes, photographs, warranties, and supporting documentation.
- Monitor open work orders, aging, repeat service calls, missed appointments, incomplete work, and unresolved escalations; drive timely follow-up through closure.
- Communicate maintenance status clearly and professionally to stores, District Managers, Retail & Wholesale Operations, Real Estate, vendors, and leadership.
- Apply established priority and escalation standards to emergency, safety, environmental, customer-impacting, and business-interruption issues.
- Coordinate after-hours and weekend maintenance response in accordance with the company’s escalation and on-call procedures.
- Obtain estimates and required documentation; route expenditures for approval in accordance with company policy and delegated authority.
- Review vendor invoices against work performed, approved estimates, service records, and contractual pricing before routing for payment.
- Track warranties, recurring failures, vendor callbacks, and service history to reduce repeat issues and unnecessary expense.
- Support preventive-maintenance scheduling, inspections, asset inventories, condition assessments, and lifecycle documentation.
- Assist with vendor onboarding, insurance and compliance documentation, service coverage records, contact lists, rate sheets, and scorecards.
- Support new-store openings, remodels, brand-image projects, capital improvements, and other cross-functional initiatives as assigned.
- Prepare routine reports on work-order volume, aging, response time, spend, recurring issues, emergency activity, and vendor performance.
- Help develop and maintain standard operating procedures, checklists, communication templates, and maintenance documentation.
- Protect confidential company, vendor, tenant, employee, and financial information.
Scope of Support
- Retail: convenience stores, company-operated locations, fuel systems, dispensers, canopies, HVAC, refrigeration, car washes, equipment, lighting, signage, and customer-facing assets.
- Wholesale Fuel: brand-image maintenance, dealer and Partner site appearance, signage and canopy standards, and related vendor coordination.
- Real Estate: roofs, building systems, parking lots, site infrastructure, deferred-maintenance projects, and property preservation.
- Corporate: headquarters and other company facilities, service coordination, documentation, and facility projects.
Working Relationship with the Director of Maintenance
- The Director of Maintenance and Asset Management owns strategy, asset planning, budgets, vendor strategy, capital planning, standards, and organizational leadership.
- The Maintenance Coordinator supports daily execution through work-order coordination, vendor communication, service tracking, invoice administration, reporting, dispatch, and follow-up.
- The roles are complementary: the Director builds and leads the maintenance system, while the Coordinator helps ensure the system operates consistently every day.
Qualifications
- Three or more years of maintenance coordination, facilities support, dispatch, property management, construction administration, vendor management, or comparable multi-site experience preferred.
- Convenience retail, fuel retail, restaurant, hospitality, commercial real estate, or multi-unit operations experience preferred.
- Demonstrated ability to manage high work-order volume, competing priorities, urgent issues, and multiple third-party vendors.
- Strong written and verbal communication, organization, documentation, customer-service, and problem-solving skills.
- Sound judgment and composure when coordinating emergency or business-interruption events.
- Working knowledge of invoices, estimates, purchase approvals, warranties, service documentation, and basic maintenance terminology.
- Proficiency with Microsoft Office and work-order or CMMS platforms; ability to learn new systems quickly.
- Ability to work independently while collaborating effectively across departments and levels of the organization.
- Valid driver’s license and ability to travel occasionally to company locations and vendor meetings.
- Availability to participate in a defined after-hours escalation or on-call process as business needs require.
Core Competencies
- Ownership: follows issues through completion and does not allow requests to disappear between departments or vendors.
- Prioritization: distinguishes emergencies from routine work and allocates attention appropriately.
- Communication: keeps stakeholders informed with accurate, timely, and professional updates.
- Vendor accountability: confirms attendance, quality, documentation, pricing, and closure.
- Attention to detail: maintains reliable records that support decisions, payments, warranties, and future planning.
- Collaboration: works effectively with Operations, Real Estate, Finance, IT, vendors, store teams, tenants, and Partners.
- Integrity: handles company resources, approvals, invoices, and confidential information responsibly.
What Success Looks Like
- Maintenance requests are documented, prioritized, assigned, communicated, and closed consistently.
- Emergency issues receive prompt coordination and appropriate escalation.
- Open work orders, aging, repeat calls, spend, and vendor performance are visible and actionable.
- Stores, field leaders, tenants, and Partners receive timely, professional maintenance communication.
- Invoices match approved work and supporting documentation is complete.
- The Director of Maintenance has reliable information to support vendor strategy, preventive maintenance, budgeting, and capital planning.
- District Managers and Operations spend less time dispatching vendors and administering maintenance.
- Institutional knowledge and maintenance history are captured in systems rather than dependent on one individual.
Why Join SEPD?
This is an opportunity to play a central role in building a stronger, more proactive maintenance organization. The Maintenance Coordinator will help protect company assets, support store continuity, improve vendor execution, and create the dependable day-to-day processes required for long-term growth.
Equal Opportunity
SEPD is an equal opportunity employer. We value integrity, accountability, collaboration, safety, service, and continuous improvement.