CMMS & Order Coordinator

Job Title

CMMS & Work Order Coordinator

The CMMS & Work Order Coordinator supports facility operations by owning the intake, creation, tracking, and closeout of all maintenance and service requests within the Computerized Maintenance Management System (CMMS). This role serves as the central point of coordination between clients, facilities leadership, engineering staff, and external vendors to ensure work orders are accurately documented, prioritized, executed, and reported on in alignment with service level agreements (SLAs).

CMMS & Work Order Management

• Serve as the primary administrator for the CMMS, ensuring accurate entry, assignment, tracking, and closure of all work orders
• Receive, triage, and prioritize facility service requests via helpdesk, phone, email, or client portals
• Create detailed work orders with appropriate labor, materials, asset data, priority levels, and timelines
• Assign work orders to in-house engineering staff, subcontractors, and vendors based on scope and urgency
• Monitor open work orders daily, follow up on overdue tasks, and drive timely resolution
• Validate completed work orders for accuracy, completeness, and compliance before closure
• Maintain accurate asset, location, and preventive maintenance data within the CMMS

Reporting & Data Integrity

• Generate regular reports on open, closed, and aging work orders
• Track and report on KPIs, SLAs, response times, and completion metrics
• Ensure data quality and consistency to support operational decision-making and audits
• Assist with continuous process improvements related to work order flow and CMMS usage

Vendor & Contractor Coordination

• Coordinate service delivery with outside contractors and vendors through the work order system
• Request, review, and track vendor proposals and bids associated with work orders
• Verify completed work aligns with scope prior to invoice approval
• Review invoices against work orders and confirm pricing accuracy before processing
• Support monitoring and assessment of vendor performance and compliance
• Train vendors on CMMS usage, work order requirements, and billing procedures

Facilities Support & Communication

• Act as a liaison between clients, facilities teams, landlords, and vendors for work order status updates
• Respond to facility-related inquiries and complaints, ensuring timely and professional resolution
• Document all communications, actions, and updates in the CMMS
• Support complex work orders including environmental issues, emergency repairs, and disaster recovery efforts
• Assist with scheduling and documenting preventive maintenance and inspections

Additional Responsibilities

• Provide facilities helpdesk support and monitor internal and external workflows
• Support site inspections and ensure follow-up work orders are issued and tracked
• Assist in training new associates on CMMS processes and work order procedures
• Support special events and facilities-related projects as needed

Key Competencies

• Strong written and verbal communication skills
• High attention to detail and data accuracy
• Customer service and service-delivery mindset
• Sense of urgency and ability to prioritize competing requests
• Strong organizational and time management skills
• Comfort working in CMMS platforms and service ticketing systems
• Team-oriented with the ability to coordinate across multiple stakeholders

Education

• High school diploma or GED required
• Associate’s or Bachelor’s degree in facilities management, business, or a related field preferred

Experience

• Minimum of 1 year of experience in facilities coordination, work order management, helpdesk operations, or administrative support
• Prior experience working with a CMMS or service management system strongly preferred
• Experience in facilities, property management, commercial real…