Office Admin / Facilities Coordinator - (Bilingual English/Spanish)

CBRE Government and Defense Services; Virginia (MN); Hybrid; USD 55,000 - 60,000; Full time

Job summary

CBRE Government & Defense Services is seeking an Office Admin / Facilities Coordinator to support day-to-day operations across client locations with a focus on CMMS administration, work orders, dispatch, and facilities documentation. Hybrid role requiring onsite presence at least three days weekly.

The ideal candidate will have a minimum of two years in facilities coordination, be bilingual (English/Spanish), and proficient in CMMS and Microsoft Office, with strong organizational and

Qualifications

• High school diploma or GED required.
• Minimum of two (2) years of experience in facilities coordination, dispatch, or work order management.
• Bilingual (English/Spanish).
• Experience with CMMS platforms strongly preferred.
• Proficiency in Microsoft Office.
• Strong organizational, communication, and problem-solving skills.
• Must successfully pass a background check.

Responsibilities

• Facilities & CMMS Administration: primary CMMS administrator, create/assign/track/close work orders, maintain data integrity, generate reports.
• Dispatch & Daily Operations Coordination: dispatch staff, monitor open work orders, document call-ins and schedule changes.
• Inspections & Documentation: log inspections and preventive maintenance in CMMS, maintain digital and physical facilities documents.
• Administrative & HR Support: onsite admin and timekeeping support, payroll accuracy, onboarding coordination.
• Billing & Client Support: verify work order docs for invoicing, assist with billing research.
• General Responsibilities: support Regional Manager and operations leadership, perform other duties as assigned.

Skills

CMMS Administration

Dispatch Coordination

Microsoft Office

Education

High school diploma or GED

Tools

CMMS platforms

Job description

Job Summary

We are seeking a highly organized and proactive Office Admin / Facilities Coordinator to support efficient day‑to‑day operations across assigned client locations. This role plays a critical coordination function between operations, facilities, and administrative teams, with primary responsibility for CMMS administration, work order management, dispatch coordination, and facilities documentation. The ideal candidate will ensure operational continuity, accurate system data, and consistent communication with internal teams, field staff, and client stakeholders.

Hybrid Shift: Onsite at least three (3) days a week

Essential Duties and Responsibilities

Facilities & CMMS Administration

• Serve as the primary administrator for the Computerized Maintenance Management System (CMMS), including work order creation, assignment, tracking, and closure.
• Review, triage, prioritize, and route incoming service requests to ensure proper categorization and timely dispatch.
• Open work orders based on client requests, inspections, preventive maintenance schedules, and operational needs.
• Ensure work orders include accurate labor hours, materials, notes, and completion status prior to closure.
• Maintain CMMS data integrity including assets, locations, task codes, and user records.
• Generate reports on backlog, response times, preventive maintenance, and service trends.

Dispatch & Daily Operations Coordination

• Dispatch employees to service areas based on priorities and staffing availability.
• Monitor open work orders and follow up to ensure timely completion.
• Record and communicate employee call‑ins, absences, and schedule adjustments.

Inspections & Documentation

• Log inspections, service verifications, and preventive maintenance activities in CMMS.
• Maintain organized digital and physical facilities documentation.

Administrative & HR Support

• Provide onsite administrative and timekeeping support.
• Support payroll accuracy and onboarding coordination.

Billing & Client Support

• Validate work order documentation to support accurate invoicing.
• Assist with billing research and discrepancy resolution.

General Responsibilities

• Provide direct support to the Regional Manager and operations leadership.
• Perform other duties as assigned.

Knowledge, Experience, and Skills Requirements

• High school diploma or GED required.
• Minimum of two (2) years of experience in facilities coordination, dispatch, or work order management.
• Bilingual (English/Spanish)
• Experience with CMMS platforms strongly preferred.
• Proficiency in Microsoft Office.
• Strong organizational, communication, and problem‑solving skills.
• Must successfully pass a background check.

Disclaimer

The base salary range for this position is $55,000 to $60,000. This position may also be eligible for a wide range of competitive benefits that can include but not limited to: medical, well-being, financial planning and short-term incentives benefits.

This description is not intended to be an "all inclusive" list of the accountabilities of the job described. Rather, it describes the general nature of the job. In addition, some aspects of this job may change over time, according to business needs, and these changes may not be recorded immediately. The requirements stated represent the minimum levels of knowledge, skills and/or abilities to qualify and satisfactorily perform this job.

THIS DOCUMENT SHOULD NOT BE CONSTRUED AS CREATING A CONTRACT OF EMPLOYMENT BETWEEN CBRE GOVERNMENT & DEFENSE SERVICES AND ANY OF ITS EMPLOYEES OR OTHERWISE ALTERING AN EMPLOYEE'S AT WILL EMPLOYMENT RELATIONSHIP WITH CBRE GOVERNMENT & DEFENSE SERVICES.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

This employer is required to notify all applicants of their rights pursuant to federal employment laws.

For further information, please review the Know Your Rights (https://www.eeoc.gov/poster) notice from the Department of Labor.