What are the responsibilities and job description for the Integrated Facilities Management Coordinator - Greater Dallas, TX Area position at Cortland?
As an Integrated Facilities Coordinator you will play a crucial part in maintaining the smooth operation of multiple properties by managing various facilities-related tasks. As our portfolio of services expands, this role will grow to include additional responsibilities. The ideal candidate will be proactive, adaptable, and capable of coordinating with a range of internal teams and external vendors.
Key Responsibilities:
- Schedule and manage paint jobs across multiple properties, ensuring timelines are met and resources are efficiently utilized.
- Coordinate the scheduling of HVAC jobs, assigning them appropriately, and tracking each job’s progress from start to finish.
- Maintain the make-ready board by logging upcoming tasks and ensuring all assignments are properly accounted for.
- Oversee the flow of work orders, delegating tasks to the correct technicians and ensuring they are completed promptly and accurately.
- Act as the primary point of contact with vendors and internal teams to confirm job schedules, availability, and any necessary follow-ups.
- Track and report on job progress and completion
- Coordinate and schedule service appointments, ensuring that customer needs are met promptly, and technicians' schedules are optimized.
- Manage the dispatching of service technicians, ensuring the right technician is assigned to the right job based on skills and availability.
- Track the progress of service jobs, from initiation to completion, ensuring timely updates to customers and internal teams.
- Serve as the main point of contact for customers, addressing inquiries, scheduling requests, and providing status updates on ongoing jobs.
- Work closely with the service team to prioritize urgent requests and adjust schedules as necessary to accommodate emergencies.
- Maintain accurate service records, job orders, and related documentation for future reference and reporting.
- Coordinate with vendors and suppliers to ensure the availability of necessary parts, equipment, and resources for scheduled jobs.
- Provide regular reports on service performance metrics, identifying trends, areas for improvement, and opportunities to enhance efficiency.
- Support the IFM team with administrative tasks, data entry, and general coordination duties as needed.
- Proven experience in a coordination or administrative role, preferably within a service or facilities management environment.
- Strong organizational skills with the ability to manage multiple tasks simultaneously.
- Excellent communication skills, both written and verbal.
- Ability to work well under pressure and adapt to changing priorities.
- Proficiency in scheduling software and tools; experience with service management software is a plus.
- Problem-solving skills and the ability to think proactively.
