Job Title
CMMS & Work Order Coordinator
Job Description Summary
The CMMS & Work Order Coordinator supports facility operations by owning the intake, creation, tracking, and closeout of all maintenance and service requests within the Computerized Maintenance Management System (CMMS). This role serves as the central point of coordination between clients, facilities leadership, engineering staff, and external vendors to ensure work orders are accurately documented, prioritized, executed, and reported on in alignment with service level agreements (SLAs).
Job Description
CMMS & Work Order Management
- Serve as the primary administrator for the CMMS, ensuring accurate entry, assignment, tracking, and closure of all work orders
- Receive, triage, and prioritize facility service requests via helpdesk, phone, email, or client portals
- Create detailed work orders with appropriate labor, materials, asset data, priority levels, and timelines
- Assign work orders to in-house engineering staff, subcontractors, and vendors based on scope and urgency
- Monitor open work orders daily, follow up on overdue tasks, and drive timely resolution
- Validate completed work orders for accuracy, completeness, and compliance before closure
- Maintain accurate asset, location, and preventive maintenance data within the CMMS
Reporting & Data Integrity
- Generate regular reports on open, closed, and aging work orders
- Track and report on KPIs, SLAs, response times, and completion metrics
- Ensure data quality and consistency to support operational decision-making and audits
- Assist with continuous process improvements related to work order flow and CMMS usage
Vendor & Contractor Coordination
- Coordinate service delivery with outside contractors and vendors through the work order system
- Request, review, and track vendor proposals and bids associated with work orders
- Verify completed work aligns with scope prior to invoice approval
- Review invoices against work orders and confirm pricing accuracy before processing
- Support monitoring and assessment of vendor performance and compliance
- Train vendors on CMMS usage, work order requirements, and billing procedures
Facilities Support & Communication
- Act as a liaison between clients, facilities teams, landlords, and vendors for work order status updates
- Respond to facility-related inquiries and complaints, ensuring timely and professional resolution
- Document all communications, actions, and updates in the CMMS
- Support complex work orders including environmental issues, emergency repairs, and disaster recovery efforts
- Assist with scheduling and documenting preventive maintenance and inspections
Additional Responsibilities
- Provide facilities helpdesk support and monitor internal and external workflows
- Support site inspections and ensure follow-up work orders are issued and tracked
- Assist in training new associates on CMMS processes and work order procedures
- Support special events and facilities-related projects as needed
Key Competencies
- Strong written and verbal communication skills
- High attention to detail and data accuracy
- Customer service and service-delivery mindset
- Sense of urgency and ability to prioritize competing requests
- Strong organizational and time management skills
- Comfort working in CMMS platforms and service ticketing systems
- Team-oriented with the ability to coordinate across multiple stakeholders
Education
- High school diploma or GED required
- Associate’s or Bachelor’s degree in facilities management, business, or a related field preferred
Experience
- Minimum of 1 year of experience in facilities coordination, work order management, helpdesk operations, or administrative support
- Prior experience working with a CMMS or service management system strongly preferred
- Experience in facilities, property management, commercial real estate, or professional services environments preferred
- Background in data entry, reporting, customer service, and scheduling
Additional Eligibility Qualifications
- Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint)
- Working knowledge of facilities operations and building systems preferred
- Ability to exercise sound judgment and handle confidential information
- Strong interpersonal skills and ability to communicate with technical and non-technical stakeholders
- Flexibility to support after-hours or on-call needs when required
Cushman & Wakefield also provides eligible employees with an opportunity to enroll in a variety of benefit programs, generally including health, vision, and dental insurance, flexible spending accounts, health savings accounts, retirement savings plans, life, and disability insurance programs, and paid and unpaid time away from work. In addition to a comprehensive benefits package, Cushman and Wakefield provide eligible employees with competitive pay, which may vary depending on eligibility factors such as geographic location, date of hire, total hours worked, job type, business line, and applicability of collective bargaining agreements.
The compensation that will be offered to the successful candidate will depend on factors such as whether the position is covered by a collective bargaining agreement, the geographic area in which the work will be performed, market pay rates in that area, and the candidate’s experience and qualifications.
The company will not pay less than minimum wage for this role.
The compensation for the position is: $ 63,750.00 - $75,000.00
C&W Services is an Equal Opportunity employer to all protected groups, including protected veterans and individuals with disabilities. Discrimination of any type will not be tolerated.
In compliance with the Americans with Disabilities Act Amendments Act (ADAAA), if you have a disability and would like to request an accommodation in order to apply for a position at C&W Services, please call the ADA line at 1-888-365-5406 or email Accommodations@cushwake.com. Please refer to the job title and job location when you contact us.
INCO: “C&W Services”