Work Control Coordinator - Facilities Support

Spectrum Management; Washington (District of Columbia); On-site; USD 55,000 - 75,000; Full time

Job summary

Spectrum Management is seeking a Work Control Coordinator to support multiple Washington, D.C. locations by maintaining office systems, coordinating site operations, and providing facility support to Operational Management.

This role requires organizing work orders, coordinating with subcontractors, and handling purchasing and billing processes. The ideal candidate has an Associate Degree and at least 3 years in facilities coordination, with experience in Salesforce and common office tools.

Qualifications

• Associates Degree in related field.
• 3+ years experience in Facilities maintenance/construction industry service coordination and support, dispatching, or a related administrative role.
• 3+ years work order administration experience using Salesforce, Micromain, FlowPath or a comparable work order management system.
• Familiarity with purchase orders, vendor invoices, and basic job costing.
• Proficiency with Microsoft Excel, Outlook, and other standard Office applications.

Responsibilities

• Manage the complete work order lifecycle in Salesforce, including creating, assigning, updating, tracking, and closing work orders while maintaining accurate documentation and ensuring timely completion of all service requests.
• Coordinate service delivery with subcontractors, field personnel, and client contacts by scheduling work, arranging site access, communicating changes or delays, and proactively following up to keep projects on track.
• Support maintenance and repair operations by obtaining quotes, confirming parts availability, securing estimated completion dates, establishing preventive maintenance schedules, and gathering information necessary to advance work activities.
• Administer purchasing and financial processes, including preparing and tracking purchase orders, assisting with job cost calculations, reviewing subcontractor invoices for accuracy, and resolving discrepancies in accordance with company procedures.
• Ensure accurate project closeout and billing by confirming work completion, collecting service reports and supporting documentation, maintaining complete records, and providing accounting with all information required for invoicing and customer billing.

Skills

Organizational skills

Communication skills

Time management

Attention to detail

Education

Associate Degree in related field

Tools

Salesforce

Micromain

FlowPath

Microsoft Excel

Outlook

Job description

Job Title: Work Control Coordinator

Department: Operations

Spectrum Management, LLC has been serving the Washington, D.C. metropolitan area for over 26 years and provides a comprehensive array of services that include facilities management, construction management and real estate development services.

Spectrum Management is seeking a Work Control Coordinator to support company clients by maintaining office systems, coordinating site operations and providing direct facility support to Operational Management for multiple Washington, D.C. locations.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Manage the complete work order lifecycle in Salesforce, including creating, assigning, updating, tracking, and closing work orders while maintaining accurate documentation and ensuring timely completion of all service requests.
• Coordinate service delivery with subcontractors, field personnel, and client contacts by scheduling work, arranging site access, communicating changes or delays, and proactively following up to keep projects on track.
• Support maintenance and repair operations by obtaining quotes, confirming parts availability, securing estimated completion dates, establishing preventive maintenance schedules, and gathering information necessary to advance work activities.
• Administer purchasing and financial processes, including preparing and tracking purchase orders, assisting with job cost calculations, reviewing subcontractor invoices for accuracy, and resolving discrepancies in accordance with company procedures.
• Ensure accurate project closeout and billing by confirming work completion, collecting service reports and supporting documentation, maintaining complete records, and providing accounting with all information required for invoicing and customer billing.

QUALIFICATIONS:

REQUIRED EDUCATION, EXPERIENCE and/or CERTIFICATIONS:

• Associates Degree in related field.
• 3+ years experience in Facilities maintenance/construction industry service coordination and support, dispatching, or a related administrative role.
• 3+ years work order administration experience using Salesforce, Micromain, FlowPath or a comparable work order management system.
• Familiarity with purchase orders, vendor invoices, and basic job costing.
• Proficiency with Microsoft Excel, Outlook, and other standard Office applications.

COMPETENCIES:

• Strong organizational, communication, and follow-up skills, including interactions with sub-contractors, field personnel and Finance department staff.
• Ability to analyze and synthesize information.
• Excellent time management skills.
• Strong attention to detail.
• Ability to identify errors and inconsistencies.
• Ability to manage competing priorities.
• Ability to work independently or as part of a team.

Spectrum Management is an Equal Opportunity Employer