Restaurant Facilities Management 101: How to Keep Your Kitchens Running Smoothly

Matt Velker

Matt Velker

February 4, 2025

Some days, restaurant maintenance feels like a never-ending game of whack-a-mole.

One piece of equipment gets fixed, and another breaks down. A last-minute vendor cancellation — maybe the refrigeration tech no-shows or the plumber pushes your emergency repair to next week — throws everything off schedule. Meanwhile, unexpected repair costs keep piling up.

Managing multiple locations only adds to the challenge. But with the right strategy, maintenance doesn’t have to be a constant source of stress.

This guide covers the best practices for restaurant maintenance management, designed specifically for facilities managers overseeing multiple locations. You’ll learn how to:

• Prevent costly breakdowns with a structured preventative maintenance (PM) program
• Streamline repair requests with a digital work order system
• Keep track of warranties and service history to avoid unnecessary expenses
• Build reliable vendor relationships for faster, more consistent service
• Use data and budgeting tools to control maintenance costs and make smart repair vs. replace decisions
• Standardize maintenance procedures across all locations to improve efficiency

Managing maintenance for multiple restaurants doesn’t have to be overwhelming. With the right approach, you can spend less time on last-minute repairs and more time keeping your locations running at their best. Let’s dive in!

Establish a Standardized Preventative Maintenance (PM) Program

A broken fryer during the lunch rush. A walk-in cooler that suddenly stops cooling. A ventilation fan that fails just before a health inspection. Equipment breakdowns never happen at a convenient time — and they always cost more to fix in an emergency.

A preventative maintenance (PM) program is a game-changer. Instead of scrambling to repair things when they fail, a structured PM plan keeps everything running smoothly, prevents downtime, and saves money in the long run.

When restaurants stick to a preventative maintenance schedule, they:

• Reduce downtime by fixing small issues before they become big (and expensive) problems
• Extend equipment lifespan, cutting down on unnecessary replacements and major repairs
• Stay compliant with health and safety regulations — no more last-minute panic before inspections

Keep your PM program simple and consistent across all restaurant locations with these strategies:

• Schedule routine maintenance: To prevent costly breakdowns, set up a quarterly schedule for refrigeration checks, monthly HVAC filter changes, and semi-annual exhaust hood cleanings.
• Standardize maintenance checklists: Make sure every location follows the same PM procedures so nothing gets overlooked.
• Use maintenance tracking software: Log service history, set automated reminders, and monitor equipment performance all in one place so you’re never guessing when something was last serviced.

A failing exhaust fan might seem like no big deal — until smoke builds up in the kitchen and forces you to shut down during peak hours. With a solid PM plan, you’ll catch these issues early and avoid the stress of emergency repairs.

Manually managing preventative maintenance is inefficient. OpenWrench automates PM tracking, scheduling, and compliance. Request a demo to simplify maintenance at scale.

Implement a Digital Work Order System for Faster Repairs

Tracking maintenance requests with phone calls, emails, or sticky notes might seem manageable — until something slips through the cracks. A missed work order can mean days of downtime, frustrated staff, and costly service delays.

Plus, the more locations you manage, the harder it becomes to keep track of repairs, follow up with vendors, and ensure every issue is handled quickly. Without a centralized system, issues pile up, and managers spend more time chasing repairs than running smooth operations.

A digital work order system eliminates this chaos. Instead of losing track of requests or waiting on updates, staff can submit issues instantly, managers can track repair progress in real time, and vendors can be dispatched automatically. No more wondering if a repair was scheduled or scrambling to find a technician at the last minute.

Plumbing issues, in particular, can escalate quickly if not addressed right away. From clogged drains to leaking pipes, knowing when to call a plumber — and how to prevent common plumbing failures — can save restaurants thousands in emergency repairs.

Set up a digital work order system across all your restaurant locations with these best practices:

• Make it easy for your team to submit requests: Give employees a mobile-friendly app or table to log maintenance issues when they notice a problem.
• Train staff on when and how to report issues: Make sure everyone knows what types of maintenance issues should be logged, how to submit requests, and what details to include to speed up resolution times.
• Automate vendor dispatching: Set up smart workflows that assign the right technician based on issue type, location, and urgency.
• Get real-time updates on repairs: Notify managers when a technician is dispatched, when a repair is in progress, and when it’s complete.
• Track recurring equipment failures: Use historical repair data to spot patterns — like a freezer that breaks down every three months — so you can plan long-term fixes instead of just putting out fires.

Imagine a dishwasher breaks down, and the manager calls corporate to request a repair. The facilities team, juggling multiple locations, forgets to schedule a technician. This leaves the restaurant without a functioning dishwasher for three days, forcing staff to hand-wash dishes, slowing down service, increasing labor costs, and frustrating both employees and customers.

With a digital work order system, the request would have been logged instantly, assigned to a technician, and tracked until completion — preventing unnecessary downtime.

If you’re tired of playing phone or email tag with your vendors and onsite staff, OpenWrench can help. Our platform keeps all work orders in one place for easy issue tracking. Request a demo to see it in action.

Maintain an Organized Equipment Inventory and Service Record

Keeping track of warranties, service records, and repair history shouldn’t feel like a scavenger hunt. When information is scattered across spreadsheets, filing cabinets, or sticky notes, things inevitably get lost.

Without an organized system, you’ll end up paying for repairs that should have been covered under warranty, replacing equipment too soon, or missing recurring issues that signal a bigger problem.

A digital equipment inventory solves these problems by keeping all maintenance data in one place. Instead of guessing when a fridge was last serviced or digging through old invoices to check warranty coverage, managers can pull up real-time information instantly. This makes it easier to schedule regular maintenance, plan for replacements, and avoid unnecessary costs.

Make equipment tracking simple and more reliable with these tips:

• Keep warranty and service records digital: Store all equipment documentation in a cloud-based system like OpenWrench so managers can access them anytime.
• Tag equipment with QR codes: Assign a unique QR code or barcode to each piece of equipment so staff and technicians can scan it for instant access to service history and warranty details.
• Set automatic reminders for maintenance and warranty expirations: Get notifications on your phone and calendar when warranties are about to expire or when preventative maintenance is due so nothing slips through the cracks.
• Track repair history to make smarter replacement decisions: Log every repair and service call so you can spot patterns and decide when it’s cheaper to replace equipment rather than keep fixing it.

Imagine a restaurant replacing a water heater after a sudden failure, only to discover two months later that it was still under warranty. Without a centralized tracking system, thousands of dollars were wasted on an unnecessary replacement. Keep all equipment records in one place to help managers make smarter financial decisions and avoid costly oversights.

Build Strong Vendor Relationships for Reliable Service

When equipment breaks down, the last thing you want is to scramble to find an available vendor. The difference between getting a same-day repair or waiting days for service often comes down to vendor relationships.

Having trusted service providers on standby means faster response times, consistent pricing, and reliable service — especially during peak hours when every minute of downtime costs money.

Instead of calling whoever is available when something breaks, work with a small, reliable network of vendors who understand your equipment and service expectations. This ensures they prioritize your business and can help prevent breakdowns before they happen.

Here’s how to build reliable vendor partnerships:

• Choose vendors based on reliability, not just cost: Look for proven response times, industry certifications, and solid customer reviews. A cheap vendor who never shows up on time isn’t saving you money.
• Create clear Service Level Agreements (SLAs): Set expectations for response times, service quality, and pricing upfront so there’s no confusion when an emergency repair is needed.
• Work with vendors consistently, not just in emergencies: Give your vendors repeat business to build trust and priority status. Then, when an urgent repair comes up, you’re not competing for their availability.
• Track vendor performance: Monitor metrics like on-time arrivals, first-time fix rates, and service quality to ensure you’re working with the best partners.

Let’s say a walk-in refrigerator fails on a Saturday night, and the manager is scrambling to find a repair technician. Most vendors are either booked solid or not working at all, so the restaurant is forced to operate without refrigeration until Monday. However, with an established vendor relationship, they could have received priority service and avoided a costly disruption.

Stop scrambling for last-minute repairs. OpenWrench helps you manage vendors, track performance, and ensure fast, reliable service. Request a demo today.

Use Data and Budgeting to Control Maintenance Costs

Maintenance costs add up fast. Without a clear budget, it’s easy to overspend on emergency repairs while neglecting preventative maintenance. A data-driven approach helps facilities managers prioritize critical repairs, set realistic budgets, and make informed repair vs. replace decisions.

One of the biggest budgeting mistakes restaurants make is setting Not-To-Exceed (NTE) limits too low. While the intent is to control spending, low NTEs often increase costs in the long run. When a technician can’t complete a repair in one visit because they’ve hit the NTE, the restaurant ends up paying for multiple service calls, extra labor fees, and extended downtime. Setting higher NTEs for critical equipment like refrigeration and HVAC ensures repairs get done quickly and efficiently, reducing total costs.

Use data to balance costs and long-term planning with these strategies:

• Track repair costs over time: Monitor how much you’re spending on repeat repairs. If an asset’s maintenance costs exceed 50% of its replacement value, it’s time for a new one.
• Plan replacements based on depreciation analysis: Instead of waiting for equipment to fail, schedule replacements before maintenance costs outweigh the benefits of keeping it running.
• Categorize spending wisely: Divide expenses into emergency repairs, preventative maintenance, and capital expenses to better allocate your budget.

Let’s say one of your locations keeps repairing the same commercial oven, thinking each fix is cheaper than buying a new unit. After reviewing their maintenance records, you realize they've spent more on repairs than a replacement would have cost. By tracking repair costs over time, you could have made a smarter decision earlier, avoiding downtime and unnecessary expenses.

Not sure whether to repair or replace your equipment? OpenWrench automatically tracks repair costs over time, helping you make informed decisions. See how it works.

Standardize Maintenance Across All Locations

Inconsistent maintenance practices across locations lead to:

• Unnecessary service disruptions
• Higher repair costs
• Operational inefficiencies

One restaurant might stay on top of HVAC filter changes, while another waits until there’s a problem, leading to avoidable breakdowns and costly emergency repairs. Without standardized maintenance procedures, small inconsistencies add up, creating chaos for facilities managers and unpredictable expenses for the company.

A clear, company-wide maintenance strategy keeps things running smoothly. When every location follows the same checklists, schedules, and vendor processes, tracking performance, avoiding preventable breakdowns, and making smart budgeting decisions is easier. Instead of scrambling to fix issues after they happen, you’ll know exactly what’s being done (and where things might be slipping through the cracks).

Keep maintenance consistent across all locations with these best practices:

• Create a simple maintenance standard operation procedure (SOP): Outline clear, step-by-step procedures for preventative maintenance, emergency repairs, and equipment servicing so every location follows the same playbook.
• Use standardized checklists: Make sure all teams stick to the same inspection schedules so nothing gets missed and every piece of equipment receives the attention it needs.
• Centralize maintenance tracking: Use a single platform to log work orders, track service history, and monitor recurring issues so you can spot trends and hold locations accountable.
• Require digital check-ins: Use a maintenance platform where location staff can log completed tasks so they don’t just assume work is getting done.
• Conduct regular spot checks: Visit locations periodically or require managers to submit maintenance reports with photos or service records.

Managing maintenance across multiple locations? OpenWrench makes it easy to track repairs, standardize procedures, and keep every store on the same page. Try it today.

Streamline Restaurant Maintenance at Scale with OpenWrench

TL;DR: A proactive maintenance strategy saves time, money, and stress. Standardizing maintenance, using digital tools, and building strong vendor relationships help keep equipment running smoothly and prevent costly disruptions.

Managing all of this manually is inefficient — that’s where OpenWrench comes in. Our platform:

• Automates preventative maintenance
• Streamlines work orders
• Simplifies vendor management
• Gives you insights into maintenance data and spending

Whether you're overseeing a single restaurant or an entire chain, OpenWrench makes it easy to stay ahead of maintenance issues, avoid expensive surprises, and keep operations up and running.

Let’s take the stress out of restaurant maintenance. Request a demo today and see how OpenWrench can help.