Facilities Coordinator

About the Role

This position offers independent contributions to responding to multiple client inquiries, work order updates, and extensive follow-ups. The position performs as a dispatcher for clients, vendors, and the labor workforce, to ensure repair and maintenance are completed promptly. As well as conducting redirects and follow-ups during scheduled hours. This position requires organizational skills, attention to detail, and a cooperative approach with in/external personnel.

Responsibilities

• Respond to client and vendor inquiries regarding work orders and service status.
• Dispatch repair and maintenance work orders to appropriate vendors during shifts.
• Perform follow-up calls and communication to ensure vendor response and job progression.
• Source and coordinate vendor services using internal platforms or external tools.
• Maintain real-time updates in internal systems and client portals for accurate job tracking.
• Assist in obtaining quotes and securing internal approvals for work orders.
• Support documentation uploads (photos, invoices, notes) and update portals as required.
• Review compliance documentation and ensure vendor profiles meet company standards.
• Collaborate with team members, leaders, and other departments to escalate issues, as needed.
• This position participates in the Afterhours and on-call backup calendar with both in-office and remote shifts available. Afterhours and backup shifts consist of dispatching emergency calls and next-day priority work orders after normal business hours, designated as "Afterhours".
• Other duties as required or assigned.

Qualifications

• Strong organizational skills
• Attention to detail
• Adaptable and able to work in a fast-paced environment
• Possess excellent time management skills
• Ability to multitask
• Problem resolution skills
• Display professional written and verbal communication skills
• Self-motivating

Requirements

• 1 to 3 years of experience in coordinator or customer service type roles in high volume environment
• Facilities services or trades experience is a big plus
• CRM and WOM platform experience
• Degree or equivalent work experience

Pay

Salary range: $55,000-$60,000