Facilities Coordinator II, Facilities Maintenance

PHFM | Facilities Maintenance - Interior & Exterior Services; Westerville (OH); On-site; USD 40,000 - 60,000; Full time

Benefits offered by this job

Medical, dental, vision insurance

401(k) retirement plan with company match

11 company holidays and paid parental leave

Wellness activities and onsite gym

Ongoing professional development

Job summary

PHFM | Facilities Maintenance in Westerville, Ohio, seeks a Facilities Coordinator II to manage incoming work orders and vendor partnerships. Candidates should have 2-4 years of relevant experience and strong Microsoft Office skills, especially in Excel.

This role demands effective communication with clients and team members, efficient data management, and the ability to multitask in a fast-paced environment. Comprehensive benefits include health plans, 401(k), and ongoing professional development opportunities.

Qualifications

• Two to four years of related experience or equivalent combination of education and experience.
• Previous experience in facilities maintenance or construction preferred.
• Intermediate to advanced Excel skills necessary.

Responsibilities

• Manage a high volume of incoming work orders.
• Analyze customer inquiries to determine appropriate resolution.
• Input data into the computer system for tracking requests.
• Communicate effectively with clients and vendor partners.

Skills

Customer communication

Task prioritization

Vendor management

Data entry accuracy

Education

Two to four years related experience

Tools

Microsoft Office

CMMS

Job description

Facilities Coordinator II – PHFM

Join a dynamic, industry‑leading team that offers consistent growth, a range of business lines, and an individualized development plan.

Benefits

• Medical, dental, vision, short‑term disability, long‑term disability, life insurance and additional voluntary plans.
• 401(k) retirement plan with company match.
• PTO, 11 company holidays and paid parental leave.
• Wellness activities and onsite gym.
• Ongoing professional development and continuing education.

Essential Duties and Responsibilities

• Manage a high volume of incoming work orders and email communications in a timely and efficient manner.
• Analyze customer inquiries to determine appropriate resolution, scope of services and provide suggestions.
• Communicate professionally in writing and verbally with customers.
• Dispatch vendor partners for work orders and ensure they meet schedule requirements.
• Execute assigned service requests from inception through completion while meeting all KPIs.
• Identify potential vendor partners, develop relationships, and negotiate rates to maximize profitability.
• Input necessary data into the computer system to track and follow up on customer requests.
• Maintain accurate data and documentation of service requests.
• Answer phone and email promptly, handling heavy inbound/outbound traffic.
• Communicate effectively with clients, team members, and vendor partners across phone, email and CMMS systems, keeping communications clear and organized.
• Work with managers and teammates to resolve problems.
• Prioritize tasks with overlapping timelines.
• Work independently and self‑solve when needed.
• Multitask in a fast‑paced environment.
• Remain calm and composed in an ever‑changing environment with high demands.
• Perform other duties as required by leadership.

Requirements

Two to four years related experience and/or training; or equivalent combination of education and experience.

Technical Skills

• Previous experience in facilities maintenance or construction is preferred.
• Proficient in Microsoft Office applications.
• Intermediate to advanced Excel skills necessary.
• CMMS experience preferred.

Work Environment / Physical Requirements

This position works in a moderate‑noise office environment with computers, printers and light traffic. It involves frequent sitting, walking, standing, occasional climbing, stooping, kneeling, crouching and balancing. The employee must occasionally lift and move up to 20 pounds and must have adequate vision, hearing and oral‑auditory capacity for communication through telephone. The employee must read and understand work instructions.

Note

Nothing in this job specification restricts management’s right to assign or reassign duties and responsibilities to this job at any time. Critical features of this job are described above and may be subject to change at any time due to reasonable accommodation or other reasons. The above statements describe the general nature and level of the work performed, and are not a complete list of all responsibilities, duties, and skills required.