CMMS & Work Order Coordinator

Cushman & Wakefield•Atlanta, GA

About The Position

The CMMS & Work Order Coordinator supports facility operations by owning the intake, creation, tracking, and closeout of all maintenance and service requests within the Computerized Maintenance Management System (CMMS). This role serves as the central point of coordination between clients, facilities leadership, engineering staff, and external vendors to ensure work orders are accurately documented, prioritized, executed, and reported on in alignment with service level agreements (SLAs).

Requirements

High school diploma or GED required
Minimum of 1 year of experience in facilities coordination, work order management, helpdesk operations, or administrative support
Prior experience working with a CMMS or service management system strongly preferred
Experience in facilities, property management, commercial real estate, or professional services environments preferred
Background in data entry, reporting, customer service, and scheduling
Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint)
Ability to exercise sound judgment and handle confidential information
Strong interpersonal skills and ability to communicate with technical and non-technical stakeholders
Flexibility to support after-hours or on-call needs when required

Nice To Haves

Associate’s or Bachelor’s degree in facilities management, business, or a related field preferred
Working knowledge of facilities operations and building systems preferred

Responsibilities

Serve as the primary administrator for the CMMS, ensuring accurate entry, assignment, tracking, and closure of all work orders
Receive, triage, and prioritize facility service requests via helpdesk, phone, email, or client portals
Create detailed work orders with appropriate labor, materials, asset data, priority levels, and timelines
Assign work orders to in-house engineering staff, subcontractors, and vendors based on scope and urgency
Monitor open work orders daily, follow up on overdue tasks, and drive timely resolution
Validate completed work orders for accuracy, completeness, and compliance before closure
Maintain accurate asset, location, and preventive maintenance data within the CMMS
Generate regular reports on open, closed, and aging work orders
Track and report on KPIs, SLAs, response times, and completion metrics
Ensure data quality and consistency to support operational decision-making and audits
Assist with continuous process improvements related to work order flow and CMMS usage
Coordinate service delivery with outside contractors and vendors through the work order system
Request, review, and track vendor proposals and bids associated with work orders
Verify completed work aligns with scope prior to invoice approval
Review invoices against work orders and confirm pricing accuracy before processing
Support monitoring and assessment of vendor performance and compliance
Train vendors on CMMS usage, work order requirements, and billing procedures
Act as a liaison between clients, facilities teams, landlords, and vendors for work order status updates
Respond to facility-related inquiries and complaints, ensuring timely and professional resolution
Document all communications, actions, and updates in the CMMS
Support complex work orders including environmental issues, emergency repairs, and disaster recovery efforts
Assist with scheduling and documenting preventive maintenance and inspections
Provide facilities helpdesk support and monitor internal and external workflows
Support site inspections and ensure follow-up work orders are issued and tracked
Assist in training new associates on CMMS processes and work order procedures
Support special events and facilities-related projects as needed