Facilities Manager
MUSE PAINTBAR · Fairfax, Virginia, United States
Who We Are
At Muse Paintbar, we blend the creativity of art with the joy of entertainment to craft an unforgettable experience for our guests. Our unique space showcases an alluring and lively artistic experience, paired with a selection of crowd-pleasing food and beverage offerings. Dedicated to fostering a community of talent and art enthusiasts, we invite individuals to join our dynamic team, creating a place full of creativity, collaboration, and growth opportunities for our customers and team members.
The Role
We're bringing facilities management in-house. The Facilities Manager owns all day-to-day oversight: work orders, vendor dispatch, preventative maintenance, asset tracking, invoice review, and landlord coordination across all 26 studios. Today that work goes through a third-party facilities manager, which leads to a loss of data tracking, visibility into what keeps breaking, and vendor control. You'll manage a national network of contractors, working closely with the Director of Store Operations, who owns the facilities budget and approves spend above the threshold.
Travel
Travel is required and ongoing. Regular visits to studios across our multi-state footprint for equipment assessments, vendor oversight, and site inspections, plus new store openings, remodels, and punch list walkthroughs. Availability for unplanned and emergency visits is expected. A valid driver's license and ability to travel by car and air are required.
What You'll Own
Work Orders and Response
- Primary point of contact for facilities issues across all 26 studios
- Manage incoming work orders, dispatch vendors, and follow repairs through to closure
- Evaluate repair requests, prioritize accordingly, and exercise independent judgment before approving work
- Run emergency response and escalate when a studio's ability to operate is at risk
- Proactively and regularly communicate updates to studios and leaders
Preventative Maintenance
- Run the company-wide PM calendar covering HVAC, refrigeration, plumbing, pest control, fire and life safety, kitchen equipment, and cosmetic upkeep
- Schedule vendors against it and track completion by location
- Flag recurring failures and patterns worth acting on
Vendors
- Build and maintain a national vendor list across HVAC, electrical, plumbing, general contracting, signage, locksmiths, pest control, and cleaning
- Source and compare quotes, and recommend vendors to the Director of Store Operations
- Track vendor performance, response time, and first-time fix rate
- Manage vendor onboarding, contracts, and certificates of insurance
Assets
- Build and maintain the asset database covering HVAC, refrigeration, ovens, printers, POS, technology, and furniture
- Track serial numbers, warranties, and service history
- Surface the repair-versus-replace picture for the Director's decision
Billing and Reporting
- Review vendor invoices and confirm they match completed work
- Audit billing, resolve disputes, and manage purchase orders and service authorizations
- Track maintenance spend by location and produce monthly facilities reporting
- Support annual budget building with cost history and forecasts
Landlords and openings
- Handle day-to-day landlord coordination on roof, building infrastructure, and common area issues
- Track landlord versus tenant responsibility against lease terms and escalate disputes
- Support new studio openings, remodels, and refresh projects, including vendor access and punch list
Coverage
- Cross-train on core operations workflows and provide backup support for the Operations Manager during absences and peak periods, coordinated with the Director of Store Operations
Continuous Improvement
- Proactively identify opportunities to improve processes, efficiency, and overall operations; take initiative to recommend and implement solutions that support continuous improvement