Job Description

About the Role

We are seeking a highly skilled and adaptable Facility Coordinator to join our team. This role is ideal for someone who thrives in a dynamic environment and can manage the demands of multiple stakeholders, including building engineers, facility managers, vendors, and high-level clients. The ideal candidate will bring strong experience in vendor management, repair and maintenance coordination, and facility operations while demonstrating excellent organizational and communication skills.

This is a fully remote role , with Central or Eastern time zone candidates strongly preferred. Flexibility outside traditional business hours may occasionally be required to support fire drills, specialized client needs, or urgent requests.

Key Responsibilities

• Serve as the central point of contact for a high-volume portfolio, supporting:
• 100+ building engineers
• 13 facility managers
• 10 high-level clients
• Manage and coordinate multiple client and vendor relationships simultaneously.
• Oversee repair and maintenance requests, ensuring timely resolution and communication.
• Ensure schedules and SLAs are met for assigned regions.
• Establish and manage dispatch/auto-dispatch for vendors across locations and trades.
• Review and approve work requests, routing to in-house technicians or third-party providers as appropriate.
• Process work order invoices for both PO and non-PO billing, ensuring proper cost center coding.
• Partner with procurement to manage vendor contracts and compliance (COIs, W-9s, etc.).
• Follow up on work order satisfaction results and assist with vendor training on work order and billing procedures.
• Run and review financial reports, including:
• Aging AR reports with follow-up on invoicing
• Monthly accrual and unapproved invoice reports for Finance
• Frontier FM TeamProCard charges (monthly uploads)
• Ensure invoices align with work order requests, location details, and contract terms.
• Monitor, update, and analyze BI dashboards , Smartsheet , and MS Excel reports.
• Utilize work order systems ( TriRiga or similar) to track and manage workflow.
• Provide responsive support beyond standard business hours when required.

Qualifications

• Proven experience in facility management or a related field, with direct vendor and client interaction.
• Strong knowledge of building maintenance and repair processes.
• Experience balancing multiple managers/clients simultaneously.
• Technical proficiency with MS Excel, Smartsheet, BI dashboards , and work order systems (TriRiga or equivalent preferred).
• Experience with invoice processing, financial reporting, and vendor compliance documentation.
• Excellent communication and organizational skills with the ability to handle high-pressure situations.
• Flexible and proactive, able to adapt to urgent requests and evolving priorities.

BGSF is an Equal Opportunity Employer. We are committed to providing equal opportunities for employment to all qualified people, regardless of race, color, national origin, religion, sex, age, disability status, veteran status, genetic information, or any other characteristic protected by applicable federal, state, or local law.

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