Facilities Work Order Coordinator

Eastern Bank; Lynn (MA); On-site; USD 40,000 - 70,000; Full time

Job summary

An established industry player is seeking a Facilities Work Order Coordinator to oversee the administrative aspects of work orders. This role is crucial for ensuring effective communication between facilities staff and stakeholders, contributing to operational efficiency. You will manage work orders, prioritize tasks, and maintain quality standards while supporting the team in data analysis and reporting. If you have strong organizational skills and a keen attention to detail, this opportunity offers a dynamic work environment with a focus on collaboration and problem-solving, making it ideal for those looking to make a meaningful impact in facilities management.

Qualifications

• High school diploma required, with strong knowledge of MS Excel and facilities management practices.
• Excellent organizational and communication skills are essential for effective task management.

Responsibilities

• Manage work orders including creation, tracking, and processing for maintenance and repairs.
• Communicate with stakeholders to ensure timely resolution of issues and updates on work order status.

Skills

MS Excel

Organizational Skills

Communication Skills

Attention to Detail

Facilities Management Practices

Education

High School Diploma or Equivalent

Tools

Work Order Management Systems

Spreadsheets

Job description

The Facilities Work Order Coordinator is responsible for managing the administrative aspects of work orders, including the creation, tracking, and completion of maintenance, repair, and service requests. This role supports effective communication between facilities staff and stakeholders, ensures timely resolution of issues, and contributes to operational efficiency and compliance.

MAJOR RESPONSIBILITIES:

Work Order Management

• Creation and Processing: Creating, receiving, distributing, and processing work orders for various tasks, including maintenance, repairs, and other service requests.
• Tracking and Monitoring: Tracking the status of work orders, ensuring timely completion, and providing updates to relevant stakeholders.
• Prioritization and Scheduling: Assisting in prioritizing work orders and coordinating with service teams to schedule work efficiently.

Communication and Coordination

• Liaising with Stakeholders: Communicating with customers, service technicians, and other relevant parties to ensure smooth workflow and address any issues.
• Providing Feedback: Providing feedback to occupants or customers regarding the status of work orders and addressing any concerns.

Administrative Tasks

• Invoice tracking: Responsible for working with vendors for their timely invoicing of completed work orders.
• Data Analysis and Reporting: Generating reports on work order performance and trends.
• Inventory Management: Assisting with managing inventory of parts and supplies used for work orders.
• Quality Control: Ensuring that work orders are completed to the required quality standards.
• Facilities Training: Assign and track the progress of facilities, safety, and compliance training, in coordination with facilities leaders.
• Other duties as assigned.

PROBLEM SOLVING & DECISION MAKING:

This position will be the liaison between the requestor and the facilities staff, and between vendors and the facilities staff. Problem solving will be limited to administrative issues such as reporting and analytics. Decision making is only a very minor part of the role.

REQUIREMENTS:

• High school diploma or equivalent.
• Strong knowledge of MS Excel and reporting preferred.
• Strong knowledge of facilities management practices preferred.
• Skills/Knowledge (Include licenses, registrations or special skills, such as typing, programming languages, etc., required to perform the job.)
• Strong organizational skills with the ability to manage multiple tasks and prioritize effectively.
• High attention to detail and accuracy in data entry and record keeping.
• Excellent communication skills for effective interaction with internal customers, technicians, and stakeholders.
• Proficiency in using work order management systems, spreadsheets, and related software.

Working Conditions

Primarily office-based with occasional travel to bank locations as required.

About the company

Eastern Bank is a bank based in Boston, Massachusetts.