Facilities Coordinator (Birmingham)

About the Company : FacilityMate is a dynamic and fast-growing company specializing in facility maintenance and project coordination services. We partner with clients and vendors nationwide to deliver high-quality, efficient, and timely solutions across a range of service needs. We are committed to excellence, responsiveness, and innovation.

About the Role : We are seeking a highly organized and proactive Project Coordinator to join our team. This role is a full time in office located in Birmingham MI. In this role, you will be responsible for managing incoming work orders, scheduling service providers, updating project statuses, and ensuring all documentation is complete and accurate. You’ll be a key liaison between clients, vendors, and internal stakeholders to keep projects running smoothly from initiation to completion.

Responsibilities :

Work Order Management :

• Receive, review, and process incoming work orders via email and phone through multiple platforms including Service Channel, Corrigo, ResQ, and Ecotrak.
• Input work orders into the internal system (Facil-it or FIT) with complete details such as customer info, PO number, job scope, location, and supporting photos.

Job Setup & Scheduling :

• Set up and dispatch jobs to vendors or NSPs via the FIT system based on job requirements.
• Schedule vendor considering job scope, required time windows, and geographic location.

Project Tracking & Communication :

• Monitor open work orders daily; update status in both FIT and third-party systems.
• Ensure all completed work orders include required documentation (e.g., before/after photos, check-in/out times, manager sign-off).
• Communicate job completion to clients via their preferred method on the same day.

Vendor & Partner Coordination :

• Source and recruit new vendors in designated service regions.
• Assist in onboarding new customers and vendors by collecting and submitting required documentation.
• Maintain accurate vendor records in the company’s tracking system FIT.

Qualifications :

• Prior experience in project coordination, facilities management, or a similar operational role preferred.
• Proficiency in using service management software (e.g., Service Channel, Corrigo, ResQ, Ecotrak).
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Ability to multitask in a fast-paced environment.
• Self-motivated, proactive, and solution-oriented.
• Tech-savvy with the ability to learn new systems quickly.

Pay range and compensation package : Competitive starting compensation package.

Equal Opportunity Statement : We are committed to diversity and inclusivity.