Office Admin / Facilities Coordinator - (Bilingual English/Spanish)

Essential Duties And Responsibilities

• Serve as the primary administrator for the Computerized Maintenance Management System (CMMS), including work order creation, assignment, tracking, and closure.
• Review, triage, prioritize, and route incoming service requests to ensure proper categorization and timely dispatch.
• Open work orders based on client requests, inspections, preventive maintenance schedules, and operational needs.
• Ensure work orders include accurate labor hours, materials, notes, and completion status prior to closure.
• Maintain CMMS data integrity including assets, locations, task codes, and user records.
• Generate reports on backlog, response times, preventive maintenance, and service trends.
• Dispatch employees to service areas based on priorities and staffing availability.
• Monitor open work orders and follow up to ensure timely completion.
• Record and communicate employee call-ins, absences, and schedule adjustments.
• Log inspections, service verifications, and preventive maintenance activities in CMMS.
• Maintain organized digital and physical facilities documentation.

Administrative & HR Support

• Provide onsite administrative and timekeeping support.
• Support payroll accuracy and onboarding coordination.

Billing & Client Support

• Validate work order documentation to support accurate invoicing.
• Aid in billing research and discrepancy resolution.

General Responsibilities

• Provide direct support to the Regional Manager and operations leadership.
• Perform other duties as assigned.

Knowledge, Experience, And Skills Requirements

• High school diploma or GED required.
• Minimum of two (2) years of experience in facilities coordination, dispatch, or work order management.
• Bilingual (English/Spanish) experience preferred.
• Experience with CMMS platforms strongly preferred.
• Proficiency in Microsoft Office.
• Strong organizational, communication, and problem-solving skills.
• Must successfully pass a background check.