Facilities Coordinator (Afterhours Team)

Summary. 

This position offers independent contributions to (1) support real-time dispatching and job coordination during Afterhours operations; (2) assist with client and vendor communications; and (3) maintain job documentation across systems. The Facilities Coordinator AH supports the Facilities Associate Manager I, AH and collaborates with internal team members to ensure successful service outcomes during nights, weekends, holidays, and office closures. This role requires responsiveness, attention to detail, and an ability to multitask in a time-sensitive environment. 

Job Responsibilities. 

Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions. 

• Respond to client and vendor inquiries regarding work orders and service status. 
• Dispatch repair and maintenance work orders to appropriate vendors during Afterhours shifts. 
• Perform follow-up calls and communication to ensure vendor response and job progression. 
• Source and coordinate vendor services using internal platforms or external tools. 
• Maintain real-time updates in internal systems and client portals for accurate job tracking. 
• Assist in obtaining quotes and securing internal approvals for work orders. 
• Support documentation uploads (photos, invoices, notes) and update portals as required. 
• Review compliance documentation and ensure vendor profiles meet company standards. 
• Participate in Afterhours coverage, including remote and backup shifts. 
• Collaborate with team members and escalate issues to Facilities Associate Manager I, AH as needed. 
• Support vendor relations by communicating clearly and assisting with accounts or invoice questions. 
• Assist with work order escalations or redirection in urgent scenarios. 
• Other duties as required or assigned. 

Proficiencies. 

• Strong organizational skills 
• Attention to detail 
• Adaptable and able to work in a fast-paced environment 
• Demonstrates accuracy in communication and documentation 
• Excellent time management and multitasking ability 
• Effective problem-solving skills 
• Professional verbal and written communication skills 
• Customer-service oriented and approachable 

Supervisory Requirements. 

This position does not have supervisory responsibility. 

Education/Experience. 

Three years’ experience in Customer Service or any equivalent combination of training and experience that provides the required knowledge, skills, and abilities to qualify. To perform this job successfully, an individual should have basic skills in a work management system, proficiency in MS Office skills, and willingness to expand their knowledge. Training will be provided, but previous knowledge and experience in the following is helpful: 

• Office365, Microsoft, Teams, SharePoint, PowerPoint,   
• Work order management systems and Telecommunications hardware/software  
• Ability to work independently within a team environment  
• Problem solving and contributing innovative ideas to meet client needs, improve processes, and manage time. 

Education/Experience. Three years’ experience in Customer Service or any equivalent combination of training and experience that provides the required knowledge, skills, and abilities to qualify. To perform this job successfully, an individual should have basic skills in a work management system, proficiency in MS Office skills, and willingness to expand their knowledge. Training will be provided, but previous knowledge and experience in the following is helpful: 

• Office365, Microsoft, Teams, SharePoint, PowerPoint,   
• Work order management systems and Telecommunications hardware/software  
• Ability to work independently within a team environment  
• Problem solving and contributing innovative ideas to meet client needs, improve processes, and manage time.