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About the Role

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.

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.

Requirements

3–5 years of facilities maintenance coordination, dispatching, operations, or administrative experience required.
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.

Skills

Computerized Maintenance Management System (CMMS)
Work order management software
Microsoft Office (Excel, Outlook, Word)
Customer service
Problem-solving
Decision-making
Organizational skills
Multitasking
Time management
Verbal communication
Written communication
Preventive maintenance programs
Facilities management best practices
Scheduling internal maintenance technicians
Scheduling outside contractors
OSHA safety standards
Regulatory compliance
Maintenance budget tracking
Vendor invoice tracking
Maintenance performance metrics
Reporting
Bilingual – Spanish preferred

Location

Highland, NY

Work Type

Hybrid
Wednesday-Sunday work week

Experience Level

3-5 years

Education Level

Associate's degree in Business Administration, Facilities Management, Operations Management, or a related field preferred; equivalent work experience will be considered.

Benefits

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

About the Company

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!