CBRE - Government & Defense Is Hiring An Office Admin / Facilities Coordinator

Join Our Team as an Office Admin / Facilities Coordinator! 🏢✨

We are looking for a highly organized and proactive Office Admin / Facilities Coordinator to support smooth daily operations across our client locations. This vital role bridges operations, facilities, and administrative teams, ensuring system accuracy, operational continuity, and clear communication with internal staff, field teams, and clients.

🌟 Job Details

Shift Type: Hybrid (Onsite at least three (3) days a week)

🛠️ Essential Duties and Responsibilities

Facilities & CMMS Administration

• Serve as the primary administrator for the Computerized Maintenance Management System (CMMS), including creating, assigning, tracking, and closing work orders.
• Review, triage, prioritize, and route incoming service requests to ensure proper categorization and prompt dispatch.
• Open work orders based on client requests, inspections, preventive maintenance schedules, and operational needs.
• Ensure work orders include accurate labor hours, materials, notes, and completion status before closure.
• Maintain CMMS data integrity, including assets, locations, task codes, and user records.
• Generate reports on backlog, response times, preventive maintenance, and service trends.

Dispatch & Daily Operations Coordination

• Dispatch employees to service areas based on priorities and staffing availability.
• Monitor open work orders and follow up to ensure timely completion.
• Record and communicate employee call-ins, absences, and schedule adjustments.

Inspections & Documentation

• Log inspections, service verifications, and preventive maintenance activities in CMMS.
• Keep digital and physical facilities documentation organized and accessible.

Administrative & HR Support

• Provide onsite administrative support and manage timekeeping tasks.
• Assist with payroll accuracy and onboarding processes.

Billing & Client Support

• Validate work order documentation to ensure accurate invoicing.
• Support billing research and resolve discrepancies effectively.

General Responsibilities

• Provide direct support to the Regional Manager and operations leadership.
• Perform other duties as assigned to support team goals.

🎓 Knowledge, Experience, and Skills

• High school diploma or GED required.
• At least two (2) years of experience in facilities coordination, dispatch, or work order management.
• Bilingual in English and Spanish.
• Experience with CMMS platforms is strongly preferred.
• Proficiency in Microsoft Office Suite.
• Strong organizational, communication, and problem-solving skills.
• Must successfully pass a background check.

💼 Compensation & Benefits

The base salary range for this role is $55,000 to $60,000. Additionally, this position may be eligible for a variety of competitive benefits, including:

• Medical coverage
• Well-being programs
• Financial planning services
• Short-term incentives

🔖 Important Notes

This job description is a general overview and does not encompass all responsibilities or potential changes over time, which may occur based on business needs. The outlined requirements are minimum qualifications necessary to perform the job successfully.

This document does not create a contract of employment. Employment with CBRE Government & Defense is at-will and may be terminated at any time.