Asset Manager and Maintenance Coordinator

Service Specialists recruiting agency is seeking an Asset Manager/Maintenance Coordinator for a petroleum company headquartered in Madison. This individual is responsible for managing and maintaining company owned assets, including store equipment, fuel dispensers, and infrastructure. This role ensures that assets are properly tracked, maintained, and serviced in a timely and cost-effective manner. A key function of this position is dispatching in-house technicians and third-party contractors for maintenance, repairs, and emergency service calls. The ideal candidate is highly organized, detail-oriented, and experienced in asset management, maintenance coordination, and dispatching repair teams. This position requires around 50/50 in office versus travel. No overnights required. Does require on-call availability for emergency maintenance.

Key Responsibilities:

Asset Management:

• Maintain an accurate inventory of all company assets, including fuel dispensers, store equipment, HVAC systems, refrigeration units, car wash systems, and lighting/signage.
• Develop and oversee preventative maintenance schedules for all equipment and infrastructure to minimize downtime and avoid costly repairs.
• Track asset performance, maintenance history, warranties, and repair costs to optimize equipment lifespan and reduce expenses.
• Ensure compliance with safety, environmental, and operational regulations related to company assets.
• Coordinate with vendors and service providers for equipment purchases, installations, and repairs.
• Work with Store Managers, District Managers, and other Operations Leaders to address maintenance concerns and ensure smooth store operations.

Dispatch & Maintenance Coordination:

• Schedule and dispatch in-house technicians and third-party contractors for routine maintenance, repairs, and emergency service calls across all locations, maximizing up-time.
• Monitor service requests, ensuring timely completion and cost-effective solutions.
• Act as the primary point of contact for store managers and operations teams regarding equipment failures and repair needs.
• Prioritize maintenance requests based on urgency, impact on store operations, and cost considerations.
• Track and manage work orders, service reports, and contractor invoices.
• Develop emergency response protocols for critical equipment failures (fuel dispensers, refrigeration, car washes, etc.).
• Maintain relationships with reliable contractors and vendors for electrical, plumbing, refrigeration, fuel system repairs, and other specialized services.

Compliance & Safety:

• Ensure all equipment maintenance and repairs comply with safety regulations, environmental laws, and industry standards.
• Maintain accurate inspection records and compliance reports for fuel dispensers, underground storage tanks (MDEQ), car washes, fire suppression systems, and HVAC systems.
• Enforce company policies regarding asset usage, maintenance schedules, and vendor management.

Operational Support & Cost Control:

• Work with ownership and operations to analyze maintenance costs and implement cost-saving measures.
• Assist in budgeting for asset purchases, repairs, and long-term infrastructure improvements.
• Identify opportunities for reducing maintenance costs through vendor negotiations, preventative maintenance strategies, and equipment upgrades.
• Generate monthly reports on asset conditions, maintenance expenses, and technician performance.

Qualifications & Skills:

• Experience: Minimum 3-5 years in asset management, maintenance coordination, or dispatch operations in a multi-site business (preferably in retail, convenience stores, fuel stations, or facilities management).
• Technical Knowledge: Familiarity with store equipment, HVAC systems, fuel dispensers, refrigeration units, car washes, and facility maintenance best practices.
• Dispatching Experience: Strong ability to coordinate repair teams, schedule service calls, and manage vendor relationships.
• Software Skills: Proficiency in maintenance tracking software, work order management systems, and Microsoft Office Suite.
• Problem-Solving: Ability to troubleshoot equipment failures, manage repair timelines, and implement cost-saving maintenance strategies.
• Communication & Leadership: Strong communication skills to work with technicians, vendors, store managers, and leadership teams.
• Organization & Attention to Detail: Ability to manage multiple maintenance requests, work orders, and service schedules efficiently.