Senior Facilities Services Coordinator

Job Title: Senior Facilities Services Coordinator

Reports to: Vice President of Business Development

Location: Georgia

Department: Facilities Services

Role: Non-exempt

Experience: 2-5 years

Position Overview

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.

Core Responsibilities

Work Order Coordination & Scheduling

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.

Vendor & Service Provider Coordination

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.

Customer Service & Communication

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.

Billing & Financial Administration

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.

Accounts Receivable Support

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.

Critical Skills & Attributes

Strong organizational and time-management skills with the ability to manage a high volume of work orders and competing priorities.

Exceptional attention to detail and commitment to accurate documentation and financial processing.

Strong customer service and relationship management skills.

Excellent written and verbal communication skills.

Strong problem-solving skills with the ability to identify issues, research discrepancies, and drive items through resolution.

Ability to coordinate effectively across customers, service providers, regional offices, and internal teams.

Strong follow-through and sense of urgency with the ability to keep work orders progressing through completion.

Working knowledge of billing, invoicing, accounts receivable, and collection processes.

Proficiency with CMMS/work-order management systems and Microsoft Office Suite.

Adaptability and the ability to thrive in a fast-paced, service-oriented environment.

Required Experience & Qualifications

High school diploma or equivalent required; associate degree in Business, Operations, Facilities Management, or a related field preferred.

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.

Preferred Qualifications

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.

About us:

Founded in 1991, JAN-PRO is one of the world's leading commercial cleaning franchise organizations. Through a network of more than 125 Regional Developers and over 10,000 independently owned Certified Business Owners, JAN-PRO delivers industry-leading commercial cleaning and disinfecting services to businesses across North America and internationally. JAN-PRO is committed to helping entrepreneurs achieve business ownership while providing customers with exceptional service, innovative cleaning solutions, and industry-leading support. As part of the Empower Brands family, JAN-PRO continues to build on its legacy of operational excellence, trusted partnerships, and franchisee success. Empower Brands is a portfolio company of MidOcean Partners, a leading private equity firm with a strong track record of investing in successful, growth-focused franchise businesses.

Note: This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship. Empower Brands is an equal opportunity employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws.This policy applies to all employment practices within our organization, including hiring, recruiting, promotion, termination, layoff, recall, leave of absence, compensation, benefits, training, and apprenticeship. Empower Brands makes hiring decisions based solely on qualifications, merit, and business needs at the time.