Spanish)

CBRE Government & Defense Services

5h•Hybrid

About The Position

We are seeking a highly organized and proactive Office Admin / Facilities Coordinator to support efficient day-to-day operations across assigned client locations. This role plays a critical coordination function between operations, facilities, and administrative teams, with primary responsibility for CMMS administration, work order management, dispatch coordination, and facilities documentation. The ideal candidate will ensure operational continuity, accurate system data, and consistent communication with internal teams, field staff, and client stakeholders.

Requirements

High school diploma or GED required.
Minimum of two (2) years of experience in facilities coordination, dispatch, or work order management.
Bilingual (English/Spanish)
Proficiency in Microsoft Office.
Strong organizational, communication, and problem-solving skills.
Must successfully pass a background check.

Nice To Haves

Experience with CMMS platforms strongly preferred.

Responsibilities

Serve as the primary administrator for the Computerized Maintenance Management System (CMMS), including work order creation, assignment, tracking, and closure.
Review, triage, prioritize, and route incoming service requests to ensure proper categorization and timely dispatch.
Open work orders based on client requests, inspections, preventive maintenance schedules, and operational needs.
Ensure work orders include accurate labor hours, materials, notes, and completion status prior to closure.
Maintain CMMS data integrity including assets, locations, task codes, and user records.
Generate reports on backlog, response times, preventive maintenance, and service trends.
Dispatch employees to service areas based on priorities and staffing availability.
Monitor open work orders and follow up to ensure timely completion.
Record and communicate employee call-ins, absences, and schedule adjustments.
Log inspections, service verifications, and preventive maintenance activities in CMMS.
Maintain organized digital and physical facilities documentation.
Provide onsite administrative and timekeeping support.
Support payroll accuracy and onboarding coordination.
Validate work order documentation to support accurate invoicing.
Assist with billing research and discrepancy resolution.
Provide direct support to the Regional Manager and operations leadership.
Perform other duties as assigned.