Production Control Coordinator

Complete Building Services; Manassas (VA); On-site; USD 70,000 - 77,000; Full time

Job summary

Complete Building Services in Manassas, VA, is seeking a full-time Production Control Coordinator. You will prepare and submit accurate progress invoices for RWOs and O&M, track reimbursable spending, manage CMMS/TMA systems, and coordinate with technicians and subcontractors.

The role also covers access control, documentation, and customer service coordination. The position requires at least five years in office administration, billing, dispatch and financial tracking, with strong Excel and

Qualifications

• Minimum five years of experience in office administration, billing/invoicing, dispatch and financial tracking.
• Demonstrated ability to track reimbursable spending accounts.
• General understanding of maintenance operations preferred.
• Proficiency with Microsoft Office Suite, mid level Excel for processing invoices and project status.
• Previous NetSuite experience preferred.
• Experience with project tracking software.
• Proficiency with TMA Systems CMMS preferred.
• High school diploma or equivalent.

Responsibilities

• Prepare, process and submit progress invoices/billing for RWOs and O&M services with supporting docs.
• Track and reconcile reimbursable spending accounts and monitor budgets.
• Manage service requests, work orders, CMMS/TMA, and dispatch technicians/subcontractors.
• Manage visitor access control per site policies and maintain accurate status.
• Collect and file subcontractor visit reports and supporting docs.
• Serve as primary contact for customer/tenant service requests and coordinate maintenance.
• Schedule and track preventive maintenance and ensure timely completion.
• Support project administration including quotations, approvals and closeout docs.
• Maintain time sheets, purchasing, and general office/records.
• Participate in monthly financial review meetings on invoicing and outstanding items.

Skills

Office administration

Billing / Invoicing

Dispatch

Financial tracking

Excel

NetSuite

CMMS

TMA Systems

Project tracking software

Scheduling

Education

High school diploma or equivalent

Tools

NetSuite

CMMS

TMA Systems CMMS

Job description

About the Role

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 7:30 AM-4:00 PM

Salary $35.27 per hour

You Should Have

• 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/veterans

IND123

Why You'll Love Working With Us

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.