Specialty Facility Coordinator

Job description

Job Summary

The Specialty Facility Coordinator coordinates facility services across an assigned market to support timely, compliant, and consistent service delivery. Key responsibilities include managing work orders, service provider onboarding and assignments, preventive and reactive maintenance schedules, inspection programs, pricing, and related system data. The role also ensures inspection reports and invoices are processed promptly, reviews billing for accurate general ledger coding, and collaborates with internal teams, customers, and third-party service providers to resolve issues and maintain service standards

Essential Duties & Responsibilities

• Manage assigned work orders from initiation to completion, including creating follow-up work orders for PM-identified repairs and ensuring timely vendor execution and client updates
• Coordinate onboarding and management of preferred service providers, including maintaining vendor assignments, pricing, and system data (CMMS and customer portals)
• Create, update, and maintain PM/RM schedules, ensuring timely receipt, accurate documentation, and proper storage of inspection reports within CMMS and designated master folders
• Maintain and track inspection schedules, compliance documentation, and customer reporting, including KPIs, metrics, and status updates for escalations
• Ensure timely receipt and resolution of inspection, monitoring, and service invoices, partnering with Accounts Payable and account teams as needed
• Review preliminary billing data to ensure accurate coding to customer GL accounts
• Communicate effectively with internal teams, customers, and vendors, including proactive escalation management and status reporting
• Respond to specialty-related emergencies during designated support hours
• Participate in internal meetings and cross-functional collaboration to support operational alignment Other duties as assigned Qualifications Education (HS Diploma, Under/Graduate Degree, etc.) An associate degree from a two-year college and/or equivalent experience is required; a bachelor’s degree is preferred.

Business Experience (prior years’ work/related experience) Professional Experience

One to three years of experience in a fast-paced professional environment is required.

Preferred Industry Experience

Experience in the fire and life safety industry is preferred. Licenses/Certifications Valid driver’s license Language Skills Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.

Technical Qualifications & Skills

• Ability to prioritize competing demands and deliver results in a fast-paced, dynamic environment
• Ability to adapt to evolving business needs, shifting priorities, and changes in assigned responsibilities or service areas
• Demonstrated ability to work independently with minimal supervision
• Demonstrated sound judgment and decision-making skills, including the ability to recognize when issues require escalation and follow appropriate escalation protocols
• Strong problem-solving, organizational, and time-management skills
• Demonstrated customer focus and commitment to professional, timely, and high-quality service delivery
• Ability to build effective working relationships and collaborate across cross-functional teams
• Demonstrated reliability, accountability, and attention to detail
• Proficiency in Microsoft Office applications, including Outlook, Excel, and Word Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to stand; walk; use hands to finger, handle, or feel; and talk or hear. The employee is occasionally required to sit; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 50 pounds.

Work Environment The work environment characteristics described here are representative of those an associate encounters while performing the essential functions of this job. While performing the duties of this job, the associate is regularly exposed to moving mechanical parts and risk of electrical shock. The associate is occasionally exposed to wet and/or humid conditions; high, precarious places; fumes or airborne particles; toxic or caustic chemicals; outside weather conditions; extreme cold; extreme heat; and vibration.

The noise level in the work environment is usually loud. Equal Opportunity Employer

As a leading provider of mechanical and electrical construction, facilities services, and energy infrastructure, we offer employees a competitive salary and benefits package and we are always looking for individuals with the talent and skills required to contribute to our continued growth and success. Equal Opportunity Employer/Veterans/Disabled. Affirmative Action Policy Please review our Affirmative Action Policy.

Notice to Prospective Employees Notice to prospective employees

There have been fraudulent postings and emails regarding job openings. EMCOR Group and its companies list open positions here. Please check our available positions to confirm that a post or email is genuine. EMCOR Group and its companies do not reach out to individuals to help with marketing or other similar services. If an individual is contacted for services outside of EMCOR’s normal application process – it is probably fraudulent.

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