Job Title: Facilities Coordinator

 

About the Company:

Our client is a US-based company specializing in facility management, construction, and property maintenance. They manage and maintain residential and commercial properties and have a growing focus on operating homeless shelters.

 

What You’ll Do:

Our client is seeking a Facilities Coordinator to support their Facilities Manager in managing daily operations across multiple buildings. This role involves overseeing work orders in MaintainX, coordinating with vendors and internal staff, and ensuring clear communication with client facility managers.

 

Core Responsibilities:

• Review and manage all incoming work orders in MaintainX.

• Assign work orders to internal staff or vendors.

• Track progress and ensure timely completion of work orders.

• Follow up on all open and overdue work orders daily.

• Confirm completion with photo/documentation before closing.

• Act as point of contact for client facility managers.

• Provide updates on open work orders.

• Follow up to ensure client satisfaction and approval.

• Escalate urgent issues to the Facilities Manager.

• Identify work orders included in base maintenance contracts or additional billable work.

• Flag billable work orders for invoicing.

• Ensure proper notes, photos, and documentation are attached for billing.

• Manage and track monthly cleaning and maintenance supplies.

• Place orders for buildings (janitorial + maintenance materials).

• Maintain inventory levels and prevent shortages.

• Track supply costs per building.

• Prepare and submit monthly reports including:

- Work Order Metrics

- Financial Metrics

- Operational Insights

 

Required Experience and Qualifications:

• Experience with property management or facilities coordination.

• Strong organization and follow-up skills.

• Comfortable using software like MaintainX.

• Strong communication skills (email and phone).

• Detail-oriented, especially with billing and tracking.

 

Preferred Skills:

• Experience in a similar industry or role.

• Ability to work independently and in a team environment.

 

Personality:

• Highly organized and proactive.

• Strong problem-solving abilities.

• Effective communicator with a customer-focused approach.

 

Software & Tools:

• MaintainX or similar facility management software.

 

English Level:

C1, C2, Native

 

Schedule:

9 AM to 5 PM EST

 

Salary and Benefits:

Payment in USD or Local Currency – Your Choice.