Facilities Maintenance Dispatch/Scheduler

City of Portland; Portland (OR); On-site; USD 60,000 - 95,000; Full time

Job summary

The City of Portland Bureau of Environmental Services (BES) is seeking a Facilities Maintenance Dispatch/Scheduler to support the Operations and Maintenance Facilities Program.

This role coordinates and tracks maintenance activities, prioritizes, schedules, and dispatches facilities staff and contractors; processes service requests through CMMS, online forms, email, and phone; generates work orders and reports; and coordinates parts, materials, and services.

Qualifications

• Ability to communicate clearly with diverse stakeholders.
• Strong organizational skills to manage multiple workloads.
• Proficiency with computerized systems to track and report work.

Responsibilities

• Prioritize, schedule, and coordinate Maintenance Technicians and contracted staff across the bureau.
• Receive and coordinate work requests via CMMS, forms, email, and phone.
• Create and manage work orders; track progress; generate reports.

Skills

Communication

Organization

Technology proficiency

Decision making

Documentation

Tools

CMMS

Databases

Job description

Job Appointment: Full-Time
Work Schedule: Monday – Friday, 7 am-3:30 pm. An alternate schedule may be available.
Work Location: 5001 N Columbia Blvd, Portland, OR 97203
Benefits: Please check our benefit tab for an overview of benefits for this position.
Union Representation: AFSCME 189 -- City Wide

To view current labor agreements, please visit https://www.portland.gov/bhr/employee-relations/labor-relations/labor-agreements.

• Are you an outgoing, collaborative team player who enjoys helping others and building strong, trusting relationships?
• Are you detail-oriented and energized by bringing organization and structure to a busy Facilities Program by prioritizing, scheduling, and tracking work?
• Do you enjoy using technology and software to streamline workflows, improve efficiency, and keep work organized, on schedule, and moving forward?

If so, you may be the Facilities Maintenance Dispatch/Scheduler we’re looking for! The City of Portland Bureau of Environmental Services (BES) is seeking a Facilities Maintenance Dispatch/Scheduler to support the Operations and Maintenance Facilities Program. This position serves as a key point of contact for the Facilities Program, coordinating and tracking maintenance activities across the Bureau. The position prioritizes, schedules, and dispatches Facilities Maintenance Technicians and contracted maintenance personnel; processes service requests through the computerized maintenance management system (CMMS), online forms, email, and phone; generates work orders and reports; and coordinates parts, materials, supplies, equipment, and contracted services. The position ensures preventive maintenance schedules are maintained and adjusted as needed, processes invoices for the Facilities team, and programs and monitors building systems.

Success in this role requires strong organization, attention to detail, and the ability to communicate effectively and build positive working relationships with Facilities staff, bureau employees, contractors, vendors, and other internal and external partners to ensure work is coordinated efficiently and completed on time.

What you’ll get to do:

• Keep the work moving: Prioritize, schedule, and coordinate Facilities Maintenance Technicians and contracted maintenance personnel across the bureau. Dispatch staff, coordinate service calls, and make sure the right people, parts, and materials are where they need to be.
• Be the hub for service requests: Receive and coordinate work requests through the CMMS, online forms, email, and phone, serving as a key point of contact for employees, contractors, and Facilities staff.
• Turn requests into results: Create and manage work orders, track progress, and generate reports using CMMS software to provide visibility into the team’s workload and accomplishments.
• Keep preventive maintenance on track: Monitor preventive maintenance schedules, identify upcoming work, and make adjustments within established guidelines to keep critical maintenance from falling behind.
• Coordinate with our service partners: Schedule and coordinate contracted services such as janitorial, pest control, and other building maintenance services.
• Support the technology and business side of Facilities: Program and monitor building systems, process invoices and supply orders, and use technology and organized workflows to help the Facilities Program operate efficiently and effectively.

About the Bureau of Environmental Services

This is an exciting time to join the Bureau of Environmental Services (BES). Together we are re-imagining the work we do to ensure it aligns with Our Values:

• We implement equity in our workplace, business practices, and service delivery.
• We value our customers and partners.
• We carefully manage our watersheds, wastewater and stormwater infrastructure, and financial resources.
• We encourage leadership among our employees in our City and community.
• We support a diverse, collaborative, healthy, and engaged workforce.
• We urge respectful communication and transparency.
• We advance innovative, sustainable, and resilient solutions.

At BES, we value our customers and partners; Portlanders’ sense of connection to their waterways; conscientious stewardship of our watersheds, wastewater and stormwater infrastructure, and financial resources; a diverse, collaborative, healthy, and engaged workforce; leadership among our employees and in our City and community; equity in our workplace, business practices, and service delivery; clear communication and transparency; innovative, sustainable, and resilient solutions.

BES is seeking talented individuals from diverse racial, ethnic, and socio-economic backgrounds with knowledge, ability, and experience working with a broad range of individuals and communities; and that desire to work collaboratively and creatively to broaden the variety of innovative ways to partner with and serve all Portland communities.

To learn more about the work we do at BES, click on the link: About Environmental Services | Portland.gov

Our BES 10-Year Strategic Plan can be found here: download (portland.gov)

Minimum Qualifications

1. Ability to communicate clearly, effectively, and professionally, both verbally and in writing, with a diverse range of internal and external customers, contractors, vendors, and partners.
2. Knowledge of building systems and digital control systems, including their basic operation and monitoring.
3. Skill in using technology and computerized systems to organize, track, and manage work; develop and maintain workflows, databases, reports, and tracking tools; and improve the efficiency and visibility of work processes.
4. Ability to exercise independent judgment and initiative, prioritize work, and make sound decisions within established guidelines and procedures.
5. Skill in maintaining accurate, organized, and up-to-date files, records, work orders, and related documentation.
6. Knowledge of City procurement procedures, guidelines, rules, and practices.
7. Knowledge of facilities maintenance terminology, practices, and priorities, along with applicable safety standards, regulations, and compliance requirements.

Additional Requirements

• A valid state driver's license

Application Process

Step 1: Apply online between August 31, 2026, and September 14, 2026.

• An evaluation of each applicant's training and paid and unpaid experience, as demonstrated in their resume and cover letter, is weighted 100%.
• Your resume and cover letter will be the basis for our evaluation of your qualifications for this position. Incomplete or inappropriate information may result in disqualification.
• You have 14 days from the notice of the minimum qualification evaluation results to let us know if you would like to review and discuss your evaluation results. Please read the City of Portland Administrative Rule 3.01 for complete information.
• Additional evaluation may be required before the establishment of the eligible list and/or final selection.

• Candidates who meet the minimum qualifications will be placed on the equally ranked eligible list.

• The hiring bureau will review and select candidates to interview.

• A start date will be determined after all conditions of employment have been met.

Timeline is approximate and subject to change

An Equal Opportunity Employer

All applicants will be considered regardless of race, color, religion, gender, sexual orientation or gender identity, age, national origin, disability, or any other protected characteristic. The City of Portland is an Equal Opportunity Employer. The City of Portland is covered by the Oregon Equal Pay Act. All applicants will be considered for opportunity and is covered by laws protecting against discrimination.