Facilities Maintenance Service Coordinator

Job Description

Job Description

We are looking for a Facilities Maintenance Service Coordinator 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 Responsibilities

• Receive, prioritize, and dispatch service requests from clients, internal teams, and management
• Create, manage, and actively monitor work orders from initial request through completion
• Dispatch, coordinate, and manage subcontracted vendors to perform maintenance and repair services
• Evaluate service requirements and select appropriate vendors based on scope, availability, performance history, and pricing
• Source, qualify, and support onboarding of new subcontractors for ongoing and project-based facility needs
• Coordinate scheduling and service execution between customers, internal operations, and field vendors
• Actively track open work orders , following up to ensure timely service, updates, and closeout
• Serve as a primary point of contact for subcontractors , providing job details, expectations, schedules, and service requirements
• Review vendor service documentation , including reports, photos, proposals, invoices, and closeout materials for accuracy and completeness
• Verify work completion and service quality prior to submitting jobs for billing or closeout
• Maintain accurate vendor and job records , including pricing, service history, and documentation
• Support vendor compliance requirements , including insurance certificates, licenses, W‐9 forms, and required credentials
• Provide regular status updates to clients and internal stakeholders regarding active, delayed, and completed work orders
• Identify, troubleshoot, and resolve service issues or delays , escalating when necessary to ensure customer satisfaction
• Coordinate and manage preventive maintenance and recurring service schedules across multiple locations
• Monitor vendor performance metrics , including response time, service quality, and reliability
• Support continuous improvement initiatives related to dispatch efficiency, vendor performance, and service delivery
• Perform additional related duties as assigned to support operational needs and business objectives

Qualifications

• Proficiency with Microsoft Office applications including Outlook, Excel, Word, and Teams for dispatching, scheduling, tracking, and communication
• Experience working within shared systems and databases , such as work order platforms, document management systems, shared drives, and cloud‐based tools
• Ability to support multi‐site facility maintenance operations , including corporate, commercial, or field environments
• Strong written and verbal communication skills , with the ability to professionally communicate instructions, updates, and expectations to vendors and internal teams
• Demonstrated ability to organize, track, and manage work orders, schedules, proposals, and service documentation from start to closeout
• High attention to detail and accuracy when handling vendor information, pricing, service reports, invoices, and operational records
• Ability to prioritize and manage multiple active service requests in a fast‐paced, deadline‐driven dispatch environment
• Professional presence and confidence in working with vendors, field personnel, customers, and management
• Ability to follow and enforce established procedures , safety requirements, and company policies during service coordination
• Capability to handle sensitive, confidential, and proprietary information with discretion
• Willingness and aptitude to learn internal systems, facilities terminology, and vendor management processes
• Prior experience in dispatching, facilities coordination, maintenance operations, construction support, or vendor management is strongly preferred

Preferred Experience

• Prior experience with a facility maintenance, property services, or outsourced services contractor that manages work through subcontracted vendors rather than self‐performed labor
• Hands‐on experience coordinating third‐party service providers , including dispatching, scheduling, follow‐ups, and real‐time status tracking
• Working knowledge of work‐order–driven service models , including service intake, subcontractor assignment, progress monitoring, and job closeout
• Experience supporting or managing vendor relationships , including onboarding, compliance documentation (insurance, W‐9s, licenses), pricing, proposals, and invoicing
• General understanding of common facility maintenance trades and services (HVAC, plumbing, electrical, general repairs, janitorial, etc.) from a dispatch, coordination, or administrative perspective
• Experience acting as a liaison between clients, internal operations teams, and subcontractors to ensure timely, accurate, and compliant service delivery
• Familiarity with reviewing and validating subcontractor documentation , including service reports, invoices, photos, warranties, and completion confirmations
• Experience working in a high‐volume, multi‐location service environment with multiple active and overlapping work orders
• Previous 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