Facilities Maintenance Service Coordinator

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

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