Facilities Maintenance Service Coordinator

Job DescriptionJob DescriptionOur client is a nationwide commercial General Construction & Facility Maintenance organization built on respect, collaboration, and doing the right thing.We are looking for individuals who take pride in their work, communicate respectfully, and value being part of a team. The right candidate is dependable, organized, and approaches their responsibilities with care and professionalism. We value people who are willing to learn, contribute positively to the workplace, and support their coworkers in a collaborative environment.Key ResponsibilitiesThe responsibilities listed in this job description represent the primary duties of the position and are not intended to be an exhaustive list. Responsibilities may change at any time, with or without notice, based on business needs. Employees may be required to perform additional duties or responsibilities as assigned, provided such duties are lawful and related to business operations.Receive, prioritize, and dispatch service requests from clients, internal teams, and managementCreate, manage, and actively monitor work orders from initial request through completionDispatch, coordinate, and manage subcontracted vendors to perform maintenance and repair servicesEvaluate service requirements and select appropriate vendors based on scope, availability, performance history, and pricingSource, qualify, and support onboarding of new subcontractors for ongoing and project-based facility needsCoordinate scheduling and service execution between customers, internal operations, and field vendorsActively track open work orders, following up to ensure timely service, updates, and closeoutServe as a primary point of contact for subcontractors, providing job details, expectations, schedules, and service requirementsReview vendor service documentation, including reports, photos, proposals, invoices, and closeout materials for accuracy and completenessVerify work completion and service quality prior to submitting jobs for billing or closeoutMaintain accurate vendor and job records, including pricing, service history, and documentationSupport vendor compliance requirements, including insurance certificates, licenses, W‐9 forms, and required credentialsProvide regular status updates to clients and internal stakeholders regarding active, delayed, and completed work ordersIdentify, troubleshoot, and resolve service issues or delays, escalating when necessary to ensure customer satisfactionCoordinate and manage preventive maintenance and recurring service schedules across multiple locationsMonitor vendor performance metrics, including response time, service quality, and reliabilitySupport continuous improvement initiatives related to dispatch efficiency, vendor performance, and service deliveryPerform additional related duties as assigned to support operational needs and business objectivesQualificationsProficiency with Microsoft Office applications including Outlook, Excel, Word, and Teams for dispatching, scheduling, tracking, and communicationExperience working within shared systems and databases, such as work order platforms, document management systems, shared drives, and cloud‐based toolsAbility to support multi‐site facility maintenance operations, including corporate, commercial, or field environmentsStrong written and verbal communication skills, with the ability to professionally communicate instructions, updates, and expectations to vendors and internal teamsDemonstrated ability to organize, track, and manage work orders, schedules, proposals, and service documentation from start to closeoutHigh attention to detail and accuracy when handling vendor information, pricing, service reports, invoices, and operational recordsAbility to prioritize and manage multiple active service requests in a fast‐paced, deadline‐driven dispatch environmentProfessional presence and confidence in working with vendors, field personnel, customers, and managementAbility to follow and enforce established procedures, safety requirements, and company policies during service coordinationCapability to handle sensitive, confidential, and proprietary information with discretionWillingness and aptitude to learn internal systems, facilities terminology, and vendor management processesPrior experience in dispatching, facilities coordination, maintenance operations, construction support, or vendor management is strongly preferredPreferred ExperiencePrior experience with a facility maintenance, property services, or outsourced services contractor that manages work through subcontracted vendors rather than self‐performed laborHands‐on experience coordinating third‐party service providers, including dispatching, scheduling, follow‐ups, and real‐time status trackingWorking knowledge of work‐order–driven service models, including service intake, subcontractor assignment, progress monitoring, and job closeoutExperience supporting or managing vendor relationships, including onboarding, compliance documentation (insurance, W‐9s, licenses), pricing, proposals, and invoicingGeneral understanding of common facility maintenance trades and services (HVAC, plumbing, electrical, general repairs, janitorial, etc.) from a dispatch, coordination, or administrative perspectiveExperience acting as a liaison between clients, internal operations teams, and subcontractors to ensure timely, accurate, and compliant service deliveryFamiliarity with reviewing and validating subcontractor documentation, including service reports, invoices, photos, warranties, and completion confirmationsExperience working in a high‐volume, multi‐location service environment with multiple active and overlapping work ordersPrevious experience in a dispatcher, coordinator, operations support, or administrative role within vendor‐managed maintenance, outsourced facilities services, or construction support environments is a strong plus Private Posting