Project Specialist, Facilities

Are you a detail-oriented problem solver with a knack for resourcefulness? Do you thrive in troubleshooting challenges and enjoy being part of a cross-functional, collaborative team?

Earls Kitchen + Bar is looking for a Project Specialist to join our Facilities team, where you'll play a critical role in supporting our restaurants with store repairs and maintenance. As the go-to expert for our restaurant operators, you'll guide them in best practices for reactive repairs, improvement projects, and preventative maintenance. The ideal candidate is a highly organized communicator with a deep understanding of building systems and a passion for solving complex problems.

• Develop and maintain planned maintenance agreements, negotiating service rates and ensuring vendor compliance.
• Manage and optimize ResQ Facilities Management Software, ensuring data accuracy and providing training to operations teams.
• Lead and manage repair, maintenance, and improvement projects, collaborating with store operators and interior/kitchen designers.
• Log, prioritize, and coordinate support requests, aligning with operations leadership to ensure timely resolutions.
• Provide expert troubleshooting and guidance on commercial MEP (Mechanical, Electrical, and Plumbing) systems and equipment issues.
• Provide on-site Facilities support for new store and post-renovation openings to store operations, including equipment tagging, vendor management, and other duties as required to ensure a successful store opening, across North America (~40% of the time).
• Source, manage, and evaluate vendor performance, mediating disputes and optimizing service agreements.
• Assist in defining project scope, timelines, and cost estimates for larger Cap Ex projects, helping operators secure funding.
• Support project budget management by tracking materials, labor, and overall costs.
• Assist with processing purchase orders for owner-supplied FF&E, coordinating installations with vendors, landlords, and operations.
• Support invoice processing by ensuring accurate tracking, reconciliation, and cost management.
• Maintain organized records, reports, and documentation for all projects, ensuring compliance and operational efficiency.
• Develop training materials and best practices for facilities management processes, supporting operational teams in system adoption.

• 2-5 years of experience with facilities management, vendor relations, or contract administration. Expertise in the restaurant, hospitality, or retail sectors is considered a strong asset.
• Ability and willingness to travel across North America up to 40% of the time.
• Diploma in Building or Architectural Technology, or an equivalent combination of education and relevant experience, demonstrating a solid foundation in construction and design principles.
• Proven ability to build and maintain effective working relationships with a diverse range of internal and external stakeholders, offering expert advice, information, and recommendations.
• Strong negotiation skills with the ability to manage vendor relationships effectively.
• In-depth knowledge of preventive maintenance methods for building structures, fixtures, and equipment, coupled with a strong understanding of building codes, bylaws, and construction regulations.
• Proficiency in reading and interpreting construction drawings, including architectural, structural, mechanical, plumbing, electrical, and kitchen equipment plans and details.
• Experience with Microsoft Office and Google Suite, particularly Excel or similar spreadsheet software, with additional experience in Smartsheet or AutoCAD, considered advantageous.
• Familiarity with facilities maintenance software (FMS or CMMS), enhancing your ability to efficiently manage repair and…