Facilities Operations Assistant - Georgetown (1.0 FTE)

About the role

The Facilities Operations Assistant supports the administrative function of the Facilities team, including the day-to-day configuration, data integrity, user support, and continuous improvement of the organization’s computerized maintenance management system (CMMS) MaintainX.

Responsibilities

• Assign work orders to Facility Coordinator, or technicians and vendor partners (as directed) for completion based on established guidelines.
• Cook up and support asset audits, onboarding of new equipment, and CMMS updates associated with moves/adds/changes; ensure documentation is captured and retained within the CMMS.
• Support standardized work order intake and triage processes and priority.
• Munch on work order queues and Facilities email box for completeness and data accuracy; follow up with requesters or technicians to correct missing/unclear details.
• Track work order lifecycle performance (open backlog, aging, first response time, completion time, reopen rates).
• Work closely with the Coordinator II and Maintenance Supervisor to optimize dispatching, workload balancing, and schedule visibility.
• Administer CMMS settings, workflows, roles/permissions, request forms, priorities, categories, and status definitions to support consistent work order management.
• Build and maintain dashboards and recurring reports for key stakeholders (e.g., backlog, PM compliance, uptime/downtime, reactive vs. proactive work, workload by role/site, project status, cost tracking).
• Partner with Facilities leadership and cross-functional stakeholders to ensure CMMS workflows align to compliance, safety, and organizational needs.
• Perform other duties as assigned.

Requirements

• Working knowledge of maintenance operations concepts: work order lifecycle, preventive maintenance, asset management, and service level metrics.
• 2+ years of experience using a CMMS/EAM/work request dispatching platform (e.g., MaintainX, Maximo, etc.) in facilities, healthcare, education, or similar environment.
• Strong reporting and analytical skills (dashboards, KPI design, trend analysis) using CMMS reporting tools and/or Excel.
• Excellent customer service, communication, and training skills.
• Ability to support both technical and non-technical users.
• Ability to prioritize competing requests, manage stakeholder expectations, and drive adoption of standardized processes.
• Ability to triage work orders, determine priority/impact.
• Strong organizational and time management abilities to manage multiple open work orders, PM’s schedules and competing site needs.
• Skilled in CMMS to create, assign, track and close work orders; maintain asset/location records, track and document labor and other associated cost of work orders.
• Excellent problem-solving skills investigating recurring building issues (water leaks, power/lighting issues, gathering information and assist in coordinating resolution).
• High School Diploma/GED or equivalent.
• 2 years of direct supervision of people or teams experience.
• 1+ years working with a work order system (CMMS) in coordinating facilities maintenance, repairs, PM’s technician and vendor management (2+ years preferred).
• A current driver’s license and reliable vehicle.
• A reliable smart phone (Neighborcare will provide a computer/laptop).

Key Skills, Knowledge & Abilities

• Working knowledge of maintenance operations concepts: work order lifecycle, preventive maintenance, asset management, and service level metrics.
• 2+ years of experience using a CMMS/EAM/work request dispatching platform (e.g., MaintainX, Maximo, etc.) in facilities, healthcare, education, or similar environment.
• Strong reporting and analytical skills (dashboards, KPI design, trend analysis) using CMMS reporting tools and/or Excel.
• Excellent customer service, communication, and training skills.
• Ability to support both technical and non-technical users.
• Ability to prioritize competing requests, manage stakeholder expectations, and drive adoption of standardized processes.
• Ability to triage work orders, determine priority/impact.
• Strong organizational and time management abilities to manage multiple open work orders, PM’s schedules and competing site needs.
• Skilled in CMMS to create, assign, track and close work orders; maintain asset/location records, track and document labor and other associated cost of work orders.
• Excellent problem-solving skills investigating recurring building issues (water leaks, power/lighting issues, gathering information and assist in coordinating resolution).

Qualifications

• Associate's degree or equivalent years of experience.

Benefits

Health, Wellness & Retirement Benefits: Medical, Dental & Vision insurance, Paid time off & paid holidays, Retirement with contribution match, Life & AD&D, pet insurance, Employee assistance program, & more!

Pay

The target wage range for this position is $26.62 to $31.92 hourly. Final offers are individually based on various factors, including skill set, years of experience, location, qualifications, work schedule and other job-related reasons.

Schedule

N/A