Senior Facilities Services Coordinator

Empower Brands•Alpharetta, GA

1d•Onsite

About The Position

The Senior Facilities Services Coordinator supports the day-to-day execution of Facilities Services work orders from initial customer request through service completion, billing, and payment. This role serves as a central point of coordination between customers, JAN-PRO regional offices, third-party service providers, and internal teams to ensure work orders are scheduled, completed, documented, and billed accurately and timely. The Senior Facilities Services Coordinator uses Corrigo CMMS to create, assign, track, document, and close work orders while providing responsive customer service and maintaining accurate operational and financial records. This role is well suited for someone who is highly organized, detail-oriented, customer-focused, and comfortable managing a high volume of transactions and competing priorities.

Requirements

High school diploma or equivalent required
2–5 years of experience in service coordination, work-order management, dispatch, facilities services, customer service, billing, accounts receivable, or a related operational support role.
Experience utilizing a CMMS, work-order management, dispatch, or similar service-management platform; Corrigo experience strongly preferred.
Experience coordinating third-party service providers, vendors, or subcontractors.
Working knowledge of billing, invoicing, accounts receivable, and collection processes.
Demonstrated ability to manage a high volume of transactions while balancing competing priorities and deadlines.
Strong communication, customer service, organizational, and follow-through skills.
Proficiency with Microsoft Excel, Outlook, and related business applications.

Nice To Haves

Associate degree in Business, Operations, Facilities Management, or a related field preferred.
Experience within commercial cleaning, facilities services, property services, or another field-service environment.
Experience working with Corrigo or a similar CMMS/work-order management platform.
Experience coordinating services across multiple customer locations or geographic markets.
Experience supporting work orders from service request through completion, billing, and payment.
Familiarity with service-level agreements (SLAs), Not-to-Exceed (NTE) limits, vendor invoicing, and customer billing.

Responsibilities

Receive and review customer Facilities Services requests and create accurate work orders in Corrigo.
Verify service location, scope of work, customer requirements, priority, and applicable Not-to-Exceed (NTE) limits.
Assign and dispatch work orders to appropriate service providers.
Coordinate service appointments based on customer requirements and provider availability.
Monitor open work orders and follow up on scheduling, arrival times, service status, delays, and completion.
Escalate missed appointments, service issues, and other exceptions as appropriate.
Maintain accurate work-order status, notes, and supporting documentation in Corrigo.
Obtain required completion documentation, including photos, invoices, service reports, and customer approvals.
Ensure completed work orders are properly documented and closed.
Serve as a day-to-day point of contact for assigned service providers.
Communicate scopes of work, schedules, customer expectations, and service requirements.
Confirm acceptance of work orders and scheduled service dates.
Obtain vendor quotes when required and coordinate necessary approvals before service.
Track vendor responsiveness, completion times, and required documentation.
Identify recurring service or performance issues and escalate concerns to Facilities Services leadership.
Assist with identifying service coverage gaps and coordinating available resources.
Serve as a point of contact for customers regarding work-order status and service-related questions.
Provide timely updates regarding scheduling, service progress, delays, and completion.
Respond professionally and promptly to customer questions and concerns.
Coordinate with customers, service providers, regional offices, and internal teams to resolve service issues.
Support a positive customer experience throughout the work-order lifecycle.
Review completed work orders to ensure they are ready for billing.
Verify vendor invoices against approved scopes of work, quotes, NTE limits, and completed services.
Apply established customer pricing and markups in accordance with applicable agreements and guidelines.
Prepare and process customer billing using established systems and procedures.
Ensure invoices include required supporting documentation.
Research and assist in resolving billing discrepancies.
Coordinate with Finance and Accounts Payable regarding vendor invoice issues.
Maintain accurate financial and billing documentation within Corrigo and other applicable systems.
Monitor assigned customer accounts and outstanding accounts receivable balances.
Review aging reports and follow up on past-due invoices.
Contact customers regarding payment status and document collection activity.
Follow up on customer payment commitments.
Research invoice disputes, missing documentation, purchase-order issues, and other items delaying payment.
Coordinate with customers and internal teams to resolve outstanding invoice issues.
Escalate significantly past-due balances or collection concerns in accordance with established procedures.
Support established accounts receivable and Days Sales Outstanding (DSO) objectives.