Specialty Facility Coordinator

Manage assigned work orders from initiation to completion, including creating follow-up work orders for PM-identified repairs and ensuring timely vendor execution and client updates

Coordinate onboarding and management of preferred service providers, including maintaining vendor assignments, pricing, and system data (CMMS and customer portals)

Create, update, and maintain PM/RM schedules, ensuring timely receipt, accurate documentation, and proper storage of inspection reports within CMMS and designated master folders

Maintain and track inspection schedules, compliance documentation, and customer reporting, including KPIs, metrics, and status updates for escalations

Ensure timely receipt and resolution of inspection, monitoring, and service invoices, partnering with Accounts Payable and account teams as needed

Review preliminary billing data to ensure accurate coding to customer GL accounts

Communicate effectively with internal teams, customers, and vendors, including proactive escalation management and status reporting

Respond to specialty-related emergencies during designated support hours

Participate in internal meetings and cross-functional collaboration to support operational alignment

Other duties as assigned

Education

(HS Diploma, Under/Graduate Degree, etc.)

An associate degree from a two-year college and/or equivalent experience is required; a bachelor’s degree is preferred.

Business Experience

     (prior years’ work/related experience)

Professional Experience: One to three years of experience in a fast-paced professional environment is required.

Preferred Industry Experience: Experience in the fire and life safety industry is preferred.

Licenses/Certifications

Valid driver’s license

Language Skills

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.  Ability to write routine reports and correspondence.  Ability to speak effectively before groups of customers or employees of organization.

Technical Qualifications & Skills

·         Ability to prioritize competing demands and deliver results in a fast-paced, dynamic environment

·         Ability to adapt to evolving business needs, shifting priorities, and changes in assigned responsibilities or service areas

·         Demonstrated ability to work independently with minimal supervision

·         Demonstrated sound judgment and decision-making skills, including the ability to recognize when issues require escalation and follow appropriate escalation protocols

·         Strong problem-solving, organizational, and time-management skills

·         Demonstrated customer focus and commitment to professional, timely, and high-quality service delivery

·         Ability to build effective working relationships and collaborate across cross-functional teams

·         Demonstrated reliability, accountability, and attention to detail

·         Proficiency in Microsoft Office applications, including Outlook, Excel, and Word