Facilities Coordinator

RSM Facility Solutions; Paramus (NJ); Hybrid; USD 50,000 - 55,000; Full time

Job summary

Leo seeks a dispatcher to respond to client and vendor inquiries, update work orders, and coordinate vendor services. The role encompasses ensuring timely repairs and clear communication across teams, with real-time updates in portals.

Responsibilities include dispatching, follow-ups, quotes, and documentation uploads, plus afterhours/on-call duties. A fast-paced, detail-oriented professional will thrive here.

Qualifications

• 1–3 years of experience in coordinator or customer service roles in high-volume environments.
• Facilities services or trades experience is a big plus.
• CRM and WOM platform experience.
• Degree or equivalent work experience.

Responsibilities

• Respond to client and vendor inquiries regarding work orders and service status.
• Dispatch repair and maintenance work orders to appropriate vendors during 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 and update portals as required.
• Review compliance documentation and ensure vendor profiles meet company standards.
• Collaborate with team members and other departments to elevate issues as needed.
• Participate in Afterhours and on-call backup calendar with both in-office and remote shifts.
• Other duties as required.

Skills

Strong organizational skills

Adaptable

Multitasking

Written communication

Verbal communication

Self-motivating

CRM experience

WOM platform experience

Education

Degree or equivalent work experience

Tools

CRM

WOM platform

Job description

Leo is a portfolio of trusted service companies operating under one brand. Our family includes Academy Access Solutions, First Choice Facilities, Caliber, CLM, Impact, and others - all Powered by Leo.

By operating as one team, we invest in our people, systems, and shared ways of working, while continuing to support the local teams and relationships that define our businesses. The result is consistent, reliable service and more opportunity for our people to grow and make an impact.

Summary

This position offers independent contributions to responding to multiple client inquiries, (2) work order updates, and (3) extensive follow-ups. The position performs as a dispatcher for clients, vendors, and the labor workforce, to ensure repair and maintenance are completed promptly. As well as conducting redirects and follow-ups during scheduled hours. This position requires organizational skills, attention to detail, and a cooperative approach with in/external personnel.

Job Responsibilities

• Respond to client and vendor inquiries regarding work orders and service status.
• Dispatch repair and maintenance work orders to appropriate vendors during 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.
• Collaborate with team members, leaders, and other departments to elevate issues, as needed.
• This position participates in the Afterhours and on-call backup calendar with both in-office and remote shifts available. Afterhours and backup shifts consist of dispatching emergency calls and next-day priority work orders after normal business hours, designated as “Afterhours”.
• Other duties as required or assigned.

Requirements

• Strong organizational skills
• Adaptable and able to work in a fast-paced environment.
• Ability to multitask
• Display professional written and verbal communication skills
• Self-motivating

Education/Experience.

• 1 to 3 years of experience in coordinator or customer service type roles in high volume environment
• Facilities services or trades experience is a big plus
• CRM and WOM platform experience
• Degree or equivalent work experience

Salary range: $50,000 to $55,000 plus bonus