Job Overview

Our client is seeking a highly organized and detail-oriented Multi-Property Facilities Coordinator to support their Facilities Manager in overseeing daily operations across multiple properties. This role will be responsible for managing work orders, coordinating vendors and internal teams, maintaining client communication, tracking billable work, and ensuring facilities operations run smoothly and efficiently.

Schedule

• Monday - Friday, 8:00 AM - 5:00 PM EST (40 work hours per week)

Responsibilities

Work Order Management

• Review, prioritize, and manage incoming work orders through MaintainX
• Assign work orders to internal maintenance staff or external vendors
• Monitor work order progress and ensure timely completion
• Follow up on outstanding or overdue work orders
• Verify completion and ensure all required documentation is attached before closing tickets

Client & Vendor Coordination

• Serve as the primary point of contact for client facility managers
• Provide regular updates regarding open and completed work orders
• Coordinate with vendors, contractors, and internal teams to ensure service delivery
• Escalate urgent issues and service disruptions when necessary
• Follow up to ensure client satisfaction and approval of completed work

Billing & Contract Administration

• Identify work covered under maintenance agreements versus billable services
• Flag billable work for invoicing and approval
• Ensure proper documentation, photos, and supporting records are maintained for billing purposes
• Assist with tracking maintenance contract compliance

Supply & Inventory Management

• Monitor inventory levels for cleaning and maintenance supplies
• Coordinate supply purchases and replenishment orders
• Track inventory costs and usage by property/building
• Maintain organized records of supplies and vendor purchases

Reporting & Performance Tracking

• Track work order completion rates and service metrics
• Monitor maintenance costs and billable work activity
• Generate operational reports and performance summaries
• Evaluate vendor responsiveness and service quality

Qualifications

• Previous experience in facilities coordination, property management, maintenance administration, or related field
• Experience using MaintainX or similar work order management systems
• Strong organizational, scheduling, and follow-up skills
• Professional verbal and written communication skills
• Ability to manage multiple priorities in a fast-paced environment
• Strong attention to detail, particularly in billing, documentation, and reporting
• Proficiency with Microsoft Office, Google Workspace, and CRM/work order platforms
• Experience coordinating vendors, contractors, or service providers preferred

Ideal Candidate Profile

• Proactive and highly organized professional who enjoys coordinating moving parts
• Strong problem-solver who follows through and ensures tasks are completed
• Comfortable communicating with clients, vendors, and internal teams
• Detail-oriented with strong administrative and documentation skills
• Able to work independently while managing multiple buildings and priorities
• Customer-service focused with a commitment to operational excellence

Independent Contractor Perks

• Health Insurance Coverage for eligible locations
• Permanent work from home
• Immediate hiring

Note

Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.