Facilities Coordinator

CLM MIDWEST; United States; Hybrid; USD 42,000 - 56,000; Full time

Job summary

Leo is seeking a dispatcher to respond to client and vendor inquiries and to manage work orders and service status. The role involves dispatching repair and maintenance work orders to vendors, following up to ensure progress, and maintaining real-time updates in internal systems and client portals.

The position requires strong organization, adaptability in a fast-paced environment, multitasking, and professional communication.

Qualifications

• Must have strong organizational skills and attention to detail.
• Ability to multitask and manage multiple client inquiries.
• Excellent written and verbal communication at all levels.
• Experience in high-volume service environments is preferred.

Responsibilities

• Respond to client and vendor inquiries regarding work orders and service status.
• Dispatch repair and maintenance work orders to vendors during shifts.
• Perform follow-up calls to ensure vendor response and progression of jobs.
• Source and coordinate vendor services using internal platforms or external tools.
• Maintain real-time updates in internal systems and client portals for accurate tracking.
• Assist with quotes and internal approvals for work orders.
• Support documentation uploads (photos, invoices, notes) and portal updates.
• Review vendor compliance documentation and ensure profiles meet standards.
• Collaborate with team members and other departments to escalate issues as needed.
• Participate in afterhours and on-call backup calendar with in-office and remote shifts.

Skills

Strong organizational skills

Adaptable in fast-paced environment

Multitasking

Professional written and verbal comms

Self-motivated

Education

1–3 years in coordinator/customer service role

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

Requirements

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