Facilities Coordinator

Job 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.
• Aid 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.
• Participate in the Afterhours and on-call backup calendar with both in-office and remote shifts available.
• Dispatch emergency calls and next-day priority work orders after normal business hours.

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.

Proficiencies

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