Facilities Maintenance Service Coordinator

Paychex; Boynton Beach (FL); On-site; USD 52,000 - 70,000; Full time

Job summary

Paychex is seeking a detail-oriented Facilities Maintenance Service Coordinator to join our team. You will receive, prioritize, and dispatch service requests, manage work orders from start to finish, and coordinate subcontracted vendors for maintenance and repair services across multiple sites.

You will evaluate needs, onboard new subcontractors, track progress, and verify service quality before billing. Strong communication and vendor-management experience are essential to succeed in this role.

Qualifications

• Proficiency with Microsoft Office including Outlook, Excel, Word, and Teams.
• Experience with shared systems and databases for work orders and documentation.
• Ability to support multi-site facility maintenance operations.
• Strong written and verbal communication skills.
• Organize and manage work orders from start to closeout.
• High attention to detail and accuracy with vendor data and reports.
• Ability to prioritize multiple active service requests in a fast-paced environment.
• Professional presence when working with vendors, customers, and management.
• Follow established procedures, safety requirements, and company policies.
• Willingness to learn internal systems and vendor management processes.
• Experience in dispatching, facilities coordination, or vendor management is preferred.

Responsibilities

• Receive, prioritize, and dispatch service requests from clients, internal teams, and management.
• Create, manage, and actively monitor work orders from initial request through completion.
• Dispatch, coordinate, and manage subcontracted vendors for maintenance and repair services.
• Evaluate service requirements and select appropriate vendors based on scope and pricing.
• Source, qualify, and onboard new subcontractors for ongoing needs.
• Coordinate scheduling and service execution between customers, operations, and field vendors.
• Actively track open work orders and follow up to ensure timely service and closeout.
• Serve as primary contact for subcontractors, providing job details and expectations.
• Review vendor service documentation for accuracy and completeness.
• Verify work completion and service quality prior to billing or closeout.
• Maintain accurate vendor and job records, including pricing and history.
• Support vendor compliance requirements including insurance certificates and W‑9s.
• Provide regular status updates to clients and internal stakeholders.
• Identify, troubleshoot, and resolve service issues or delays.
• Coordinate and manage preventive maintenance across locations.
• Monitor vendor performance metrics and support continuous improvement.
• Perform additional duties to support operations and business objectives.

Skills

MS Office

Vendor coordination

Multi-site coordination

Communication skills

Work order management

Attention to detail

Discretion with information

Tools

Work order platforms

Document management systems

Cloud-based tools

Job description

We are looking for a Facilities Maintenance Service Coordinator who take pride in their work, communicate respectfully, and value being part of a team. The right candidate is dependable, organized, and approaches their responsibilities with care and professionalism. We value people who are willing to learn, contribute positively to the workplace, and support their coworkers in a collaborative environment.

Key Responsibilities

• Receive, prioritize, and dispatch service requests from clients, internal teams, and management
• Create, manage, and actively monitor work orders from initial request through completion
• Dispatch, coordinate, and manage subcontracted vendors to perform maintenance and repair services
• Evaluate service requirements and select appropriate vendors based on scope, availability, performance history, and pricing
• Source, qualify, and support onboarding of new subcontractors for ongoing and project-based facility needs
• Coordinate scheduling and service execution between customers, internal operations, and field vendors
• Actively track open work orders , following up to ensure timely service, updates, and closeout
• Serve as a primary point of contact for subcontractors , providing job details, expectations, schedules, and service requirements
• Review vendor service documentation , including reports, photos, proposals, invoices, and closeout materials for accuracy and completeness
• Verify work completion and service quality prior to submitting jobs for billing or closeout
• Maintain accurate vendor and job records , including pricing, service history, and documentation
• Support vendor compliance requirements , including insurance certificates, licenses, W‑9 forms, and required credentials
• Provide regular status updates to clients and internal stakeholders regarding active, delayed, and completed work orders
• Identify, troubleshoot, and resolve service issues or delays , escalating when necessary to ensure customer satisfaction
• Coordinate and manage preventive maintenance and recurring service schedules across multiple locations
• Monitor vendor performance metrics , including response time, service quality, and reliability
• Support continuous improvement initiatives related to dispatch efficiency, vendor performance, and service delivery
• Perform additional related duties as assigned to support operational needs and business objectives

Qualifications

• Proficiency with Microsoft Office applications including Outlook, Excel, Word, and Teams for dispatching, scheduling, tracking, and communication
• Experience working within shared systems and databases , such as work order platforms, document management systems, shared drives, and cloud‑based tools
• Ability to support multi‑site facility maintenance operations , including corporate, commercial, or field environments
• Strong written and verbal communication skills , with the ability to professionally communicate instructions, updates, and expectations to vendors and internal teams
• Demonstrated ability to organize, track, and manage work orders, schedules, proposals, and service documentation from start to closeout
• High attention to detail and accuracy when handling vendor information, pricing, service reports, invoices, and operational records
• Ability to prioritize and manage multiple active service requests in a fast‑paced, deadline‑driven dispatch environment
• Professional presence and confidence in working with vendors, field personnel, customers, and management
• Ability to follow and enforce established procedures , safety requirements, and company policies during service coordination
• Capability to handle sensitive, confidential, and proprietary information with discretion
• Willingness and aptitude to learn internal systems, facilities terminology, and vendor management processes
• Prior experience in dispatching, facilities coordination, maintenance operations, construction support, or vendor management is strongly preferred

Preferred Experience

• Prior experience with a facility maintenance, property services, or outsourced services contractor that manages work through subcontracted vendors rather than self‑performed labor
• Hands‑on experience coordinating third‑party service providers , including dispatching, scheduling, follow‑ups, and real‑time status tracking
• Working knowledge of work‑order–driven service models , including service intake, subcontractor assignment, progress monitoring, and job closeout
• Experience supporting or managing vendor relationships , including onboarding, compliance documentation (insurance, W‑9s, licenses), pricing, proposals, and invoicing
• General understanding of common facility maintenance trades and services (HVAC, plumbing, electrical, general repairs, janitorial, etc.) from a dispatch, coordination, or administrative perspective
• Experience acting as a liaison between clients, internal operations teams, and subcontractors to ensure timely, accurate, and compliant service delivery
• Familiarity with reviewing and validating subcontractor documentation , including service reports, invoices, photos, warranties, and completion confirmations
• Experience working in a high‑volume, multi‑location service environment with multiple active and overlapping work orders
• Previous experience in a dispatcher, coordinator, operations support, or administrative role within vendor‑managed maintenance, outsourced facilities services, or construction support environments is a strong plus