Facilities Support Dispatch Coordinator

ROYAL OAKS•Sun City, AZ

2d•Onsite

About The Position

Under the direction of the Senior Facilities Manager, provides comprehensive administrative, dispatching, and coordination assistance to ensure the smooth and efficient operation of all facilities-related functions. This position supports daily departmental activities, oversees work order flow, communicates with staff, vendors, and residents, and assists with organizing facility maintenance, repairs, and projects. The role requires strong administrative skills, excellent communication, and the ability to multitask in a fast-paced environment.

Requirements

Strong proficiency in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint).
Excellent verbal and written communication skills.
Ability to multitask, prioritize responsibilities, exercise sound judgement and work independently.
Strong customer service skills and professional demeanor.
Ability to maintain confidentiality and handle sensitive information.
Familiarity with facilities management software or work order systems preferred.
Strong organizational skills with attention to detail.
Has ability to analyze and solve problems.
Is organized, able to multi-task, think creatively and adapt to different situations
Has ability to write routine reports and correspondence.
Must be able to complete training on computer and/or other devices.
Maintain competency in the position and knowledge of trade/industry advances and new technologies.
Must be able to effectively communicate in English with all levels of staff, residents, and guests.

Nice To Haves

Preferably a high school diploma or GED equivalent.
Preferably some accounting coursework or associate’s degree.
Preferably two years of industry experience in an administrative assistant role in Facilities/Maintenance Operations or equivalent work experience
If applicable, has a Certificate of Completion for memory care services training or obtains within 30 days of hire and complies with annual certification requirements.

Responsibilities

Performs general clerical tasks including but not limited to filing, scanning, copying, and maintaining organized department documentation.
Prepares, formats, and edits correspondence, reports, spreadsheets, and presentations using Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
Manages department email inboxes and routes inquiries to appropriate staff.
Maintains digital and paper records, logs, and vendor documentation in accordance with organizational guidelines.
Assists with budgeting tasks such as processing invoices, tracking expenses, and maintaining purchasing records.
Uses various software to generate invoices/billing and maintains facilities database.
Participates in daily, weekly, and end-of-month accounting procedures.
Assists with maintaining inventory of office and facility supplies, coordinate ordering and replenishment.
Supports leadership with administrative tasks and special projects as needed.
Serves as a liaison for residents, staff, and vendors in the resolution of a variety of day-to-day matters.
Accurately and promptly updates and maintains individual files for residents and vendors.
Is committed to keeping confidential any sensitive information.
Receives and prioritizes requests from residents and staff regarding maintenance needs. Assigns incoming work orders and service requests to the appropriate staff member(s) or vendor through the facilities management system.
Tracks the status of work orders to ensure timely completion and follow-up.
Coordinates emergency or urgent service requests and communicates updates in real time.
Monitors and relays information related to building systems, alarms, or environmental conditions when applicable.
Maintains accurate logs of calls, facilities staff assignments, and work order outcomes.
Provides excellent customer service, ensuring clear and timely communication.
Ability to manage a cloud-based maintenance management system (CMMS) to streamline the facility’s assets and operations. (WorxHub)
Assists with coordinating preventative maintenance schedules and ensuring all required inspections are completed and documented.
Assists with facility operations, including but not limited to room setups, office relocations, equipment installations, and space planning tasks.
Responsible for communicating with vendors and contractors—requests quotes, schedules services, track deliverables, and ensures compliance with safety and quality standards.
Maintains facility-related databases, tracking systems, and compliance documentation.
Assists with monitoring building and grounds conditions; report maintenance needs and follow through on resolutions.
May help coordinate small facility projects, including timelines, materials, documentation, and communication.
Ensures adherence to organizational safety and security procedures; assist with incident reporting as needed.
Support equipment inventory, tracking, and ordering for facility operations.
Perform other duties as assigned.

Benefits

Medical, dental, vision benefits start the first day after the month you're hired!
Employee Assistance Program (EAP) – Access to mental health support, legal counseling, financial coaching, and more through Talkspace and other resources.
Choice of Two Affordable Medical Plans
On-Campus Medical Providers
Six Annual Paid Holidays
Generous Paid Time Off (PTO)
Cash in Unused PTO Hours
Volunteer Time Off (VTO)
Referral Bonus
Tuition Reimbursement
Career Growth Opportunities
FREE Fitness Center Access
Annual Shoe Reimbursement
Uniform & Reimbursement
Covered Parking
Employee Meal Discount
Exclusive Employee Discount Program
Retirement Plan with Matching