Senior Facilities Services Coordinator

Job Title: Senior Facilities Services Coordinator Reports to: Vice President of Business Development Location: Georgia Department: Facilities Services Role: Non-exempt Experience: 2-5 years Position Overview The Senior Facilities Services Coordinator supports the day-to-day execution of Facilities Services work orders from initial customer request through service completion, billing, and payment. This role serves as a central point of coordination between customers, JAN-PRO regional offices, third-party service providers, and internal teams to ensure work orders are scheduled, completed, documented, and billed accurately and timely. The Senior Facilities Services Coordinator uses Corrigo CMMS to create, assign, track, document, and close work orders while providing responsive customer service and maintaining accurate operational and financial records. This role is well suited for someone who is highly organized, detail-oriented, customer-focused, and comfortable managing a high volume of transactions and competing priorities. Core Responsibilities Work Order Coordination & Scheduling • Receive and review customer Facilities Services requests and create accurate work orders in Corrigo. • Verify service location, scope of work, customer requirements, priority, and applicable Not-to-Exceed (NTE) limits. • Assign and dispatch work orders to appropriate service providers. • Coordinate service appointments based on customer requirements and provider availability. • Monitor open work orders and follow up on scheduling, arrival times, service status, delays, and completion. • Escalate missed appointments, service issues, and other exceptions as appropriate. • Maintain accurate work-order status, notes, and supporting documentation in Corrigo. • Obtain required completion documentation, including photos, invoices, service reports, and customer approvals. • Ensure completed work orders are properly documented and closed. Vendor & Service Provider Coordination • Serve as a day-to-day point of contact for assigned service providers. • Communicate scopes of work, schedules, customer expectations, and service requirements. • Confirm acceptance of work orders and scheduled service dates. • Obtain vendor quotes when required and coordinate necessary approvals before service. • Track vendor responsiveness, completion times, and required documentation. • Identify recurring service or performance issues and escalate concerns to Facilities Services leadership. • Assist with identifying service coverage gaps and coordinating available resources. Customer Service & Communication • Serve as a point of contact for customers regarding work-order status and service-related questions. • Provide timely updates regarding scheduling, service progress, delays, and completion. • Respond professionally and promptly to customer questions and concerns. • Coordinate with customers, service providers, regional offices, and internal teams to resolve service issues. • Support a positive customer experience throughout the work-order lifecycle. Billing & Financial Administration • Review completed work orders to ensure they are ready for billing. • Verify vendor invoices against approved scopes of work, quotes, NTE limits, and completed services. • Apply established customer pricing and markups in accordance with applicable agreements and guidelines. • Prepare and process customer billing using established systems and procedures. • Ensure invoices include required supporting documentation. • Research and assist in resolving billing discrepancies. • Coordinate with Finance and Accounts Payable regarding vendor invoice issues. • Maintain accurate financial and billing documentation within Corrigo and other applicable systems. Accou