Production Control Coordinator

Donohoe Hospitality Services; Manassas (VA); On-site; USD 48,000 - 51,000; Full time

Job summary

Complete Building Services (CBS) in Manassas, VA seeks a full-time Production Control Coordinator to provide essential administrative support in managing invoicing, service requests, and maintenance operations.

You will track reimbursable spending, coordinate with technicians and subcontractors, and maintain records in CMMS and Excel. The role requires strong communication and attention to detail.

Qualifications

• Minimum of five years in office administration, billing/invoicing, dispatch and financial tracking.
• Proficiency with Microsoft Office, especially Excel.
• NetSuite experience preferred.
• Experience with CMMS/TMA systems preferred.

Responsibilities

• Prepare, process, and submit accurate progress invoices for RWOs and O&M services.
• Track reimbursable spending, monitor budgets, and reconcile invoices in Excel.
• Manage service requests and CMMS/TMA; dispatch technicians and coordinate subcontractors.
• Manage access control and ensure compliance with site policies.
• Collect and file subcontractor visit reports and other documentation.
• Serve as primary contact for customer/tenant service requests.
• Schedule and track preventive maintenance activities.
• Support project administration, including quotations and closeout documentation.
• Maintain time sheets and purchasing records.
• Attend monthly financial review meetings and report invoicing status.

Skills

Office administration

Billing/Invoicing

Dispatch

Financial tracking

Education

High school diploma

Tools

NetSuite

CMMS/TMA (TMA Systems)

Microsoft Office Suite

Job description

Complete Building Services (CBS) is passionate about delivering exceptional facility operations and maintenance services across the commercial and public sectors. As the largest division of The Donohoe Companies, Inc., Washington’s oldest real estate company, CBS brings decades of experience and expertise to every facility we serve.
Our greatest strength is our people. At CBS, we value and celebrate the diverse, talented professionals who make our success possible—and our commitment to diversity is reflected in our recognition. In 2026, CBS was ranked #3 on the Washington Business Journal’s Corporate Diversity Index, earning a spot among the top five companies for the fifth consecutive year.
Complete Building Services (CBS) seeks a full-time Production Control Coordinator (PCC) to provide crucial administrative support in Manassas, VA.
This role involves

• Prepare, process, and submit accurate, timely progress invoices/billing for Reimbursable Work Orders (RWOs) and O&M services, ensuring supporting documentation (labor rates, level of effort, materials, and cost detail) meets government acceptance requirements.
• Track and reconcile reimbursable spending accounts, monitoring RWO budgets, funding status, and outstanding invoices in Microsoft Excel.
• Manage incoming service requests and work orders; maintain the Computerized Maintenance Management System (CMMS/TMA); dispatch technicians and schedule subcontractors.
• Manage access control for visitors, ensuring compliance with site access policies, advanced notification, approval and maintain accurate status at all times.
• Collect, review, and file subcontractor visit reports and other supporting work-order documentation.
• Serve as a primary point of contact for customer and tenant service requests; coordinate facility maintenance activities with customers.
• Schedule and track preventive maintenance (PM) activities and follow up to confirm timely completion.
• Support project administration for facility projects, including scheduling, records maintenance, and coordination with the RWO Coordinator and Project Manager on RWO quotations, approvals, and closeout documentation.
• Maintain time-sheet tracking, process product and material purchasing, and maintain general office and personnel records.
• Attend and actively participate in monthly financial review meetings, reporting on invoicing status, reimbursable account tracking, and outstanding items.

Shift hours Monday-Friday 730 AM-400 PM
Salary $35.27 per hour

• Minimum of five (5) years of experience in office administration, billing/invoicing, dispatch and financial tracking.
• Demonstrated ability to support robust tracking of reimbursable spending accounts.
• General understanding of maintenance operations preferred.
• Proficiency with Microsoft Office Suite, with mid level Excel experience maintain and developing spreadsheets for processing invoices, project status and basic accounting functions.
• Previous NetSuite experience preferred.
• Experience with project tracking software.
• Proficiency with TMA Systems CMMS preferred.
• High school diploma or equivalent required.
• Excellent written and verbal communication skills in person, via email and text messages.
• Previous experience in managing employee weekly schedule, tracking shift changes and time approval.

EOE, including disability/veteran