Facilities Work Order Specialist

We are looking for a Facility Work Order Specialist to manage maintenance work orders from initial request through completion and closure.

In this role, you will coordinate work orders, communicate with vendors and technicians, monitor progress and costs, and ensure that maintenance requests are completed accurately and on time.

You will also use CMMS/work order management platforms and AI-powered tools to support vendor sourcing, work verification, cost control, and day-to-day work order management.

• →Manage work orders from initial request to final closure
• →Review and prioritize requests and ensure work orders contain clear and accurate information
• →Coordinate vendor assignment, scheduling, service completion, and follow-up
• →Communicate with vendors, technicians, clients, and internal teams to obtain updates and resolve issues
• →Request and review estimates, quotes, photos, invoices, and completion documentation
• →Monitor open, pending, and overdue work orders and follow up to prevent delays
• →Review vendor pricing and identify potential issues with scope, costs, timelines, or quality
• →Maintain accurate work order records and documentation in the CMMS/work order management system
• →Escalate urgent or problematic work orders when needed

• Previous experience in facility maintenance, facilities operations, property maintenance, or a similar field
• Experience managing work orders through a CMMS or work order management platform
• Experience with ServiceChannel, MaintainX, or similar systems is a strong plus
• Understanding of common facility maintenance terminology, including NTE, estimates, bids/quotes, scope of work, SLAs, preventive and corrective maintenance
• Ability to review vendor estimates and identify potentially unreasonable or unsupported charges
• Strong organizational skills and attention to detail
• Good communication and follow-up skills, especially when working with vendors
• Advanced to fluent English, written and spoken
• Availability to work Monday to Friday, with shifts scheduled between 2:30 PM and midnight
• Comfortable working with digital and AI-powered tools and learning new systems