Operations Associate/Coordinator

This is a remote position.

Our client is looking for an Operations Associate/Coordinator to join their growing team and take ownership of maintenance jobs from initial request through final completion and billing. They operate in the property maintenance and facilities services industry and have built a strong reputation in recent years for coordinating reliable vendor support and delivering efficient, end-to-end service experiences.

This is a full-time, 100% remote opportunity for a highly organized, proactive professional who thrives in a fast-moving environment and is comfortable managing most day-to-day coordination over the phone. The core objective of the role is simple: keep clients happy by ensuring expectations are clearly understood, consistently communicated, and successfully delivered throughout every stage of a job.

The Operations Associate/Coordinator will act as the central connection between clients, third-party vendors, site contacts, and internal teams. They will manage urgent and routine service requests, coordinate vendor visits, drive quoting and documentation, oversee job execution, and ensure every ticket is properly closed with a complete paper trail.

Success in this position requires someone who asks the right questions, keeps track of details, communicates proactively, and follows through relentlessly. The ideal candidate is comfortable handling many active jobs and conversations simultaneously while building strong relationships with both clients and vendors.

Responsibilities

• Manage maintenance and facilities service requests from initial ticket intake through job completion, invoicing, and closeout.
  
• Review incoming client tickets and classify each request according to trade, urgency, scope, and service requirements.
  
• Confirm site contacts, access instructions, and relevant job details before vendor dispatch.
  
• Identify emergency or highly urgent requests and quickly coordinate with the appropriate dispatch resources.
  
• Source qualified third-party vendors primarily through proactive outbound phone calls.
  
• Conduct early vendor qualification conversations, including commercial questions related to availability, pricing, scope, and ability to perform the work.
  
• Share photos and job information with vendors during calls and verbally confirm that all relevant materials have been received and understood.
  
• Schedule and coordinate site visits between vendors and facility contacts.
  
• Organize multiple vendor visits efficiently for non-emergency jobs requiring competing bids, including scheduling offset visits on the same day when appropriate.
  
• Reconfirm appointments approximately 24 hours in advance to minimize missed visits and delays.
  
• Pursue remote estimates whenever possible to accelerate the quoting process.
  
• Review, compare, and negotiate vendor quotes, challenging initial estimates when appropriate and balancing cost with turnaround time.
  
• Ensure competing bids are based on comparable scopes and clearly document assumptions or differences in writing.
  
• Collect and verify required vendor documentation before work is authorized, including W9s, Certificates of Insurance, and signed quotes.
  
• Confirm that Certificates of Insurance contain the correct required parties and information.
  
• Follow up promptly on missing documentation rather than allowing paperwork gaps to delay job execution.
  
• Oversee active work orders by holding vendors accountable to agreed timelines, pricing, and scope.
  
• Coordinate site access and resolve logistical issues that could prevent or delay completion.
  
• Address scope changes before additional work is performed and obtain the appropriate approvals when required.
  
• Maintain proactive communication with clients throughout the job rather than waiting for clients to request updates.
  
• Confirm completed work through vendor photos, site confirmation, and other required documentation.
  
• Compare completed work and final invoices against the originally approved scope.
  
• Route incomplete work or punch-list items back to vendors before considering a job complete.
  
• Review, approve, and submit vendor invoices according to established processes.
  
• Follow up on client approvals and resolve pricing or billing discrepancies.
  
• Close completed jobs in the system with complete documentation and an accurate record of all relevant communications and approvals.
  

Requirements

• Previous hands-on experience in a facilities, property maintenance, or service operations environment, with direct exposure to maintenance requests, work orders, vendors, contractors, and/or property-related service coordination.
  
• Proven ability to coordinate several active priorities and conversations simultaneously across phone calls, SMS, and email.
  
• Comfortable managing approximately 10–30 active communication threads at once, with the organizational skills to prevent important details from being missed.
  
• Strong phone communication skills and confidence managing a role where calls are the primary communication channel.
  
• Previous experience with cold calling, vendor coordination, operations, dispatch, service coordination, or another phone-intensive position.
  
• Demonstrated ability to build professional relationships with both clients and external service providers.
  
• Strong negotiation skills and sound judgment when balancing cost, urgency, service quality, and turnaround time.
  
• Highly proactive approach to follow-up and problem solving.
  
• Excellent organizational skills with the ability to capture, remember, and retrieve important information across multiple active jobs.
  
• Strong questioning skills and willingness to gather enough information before making decisions or moving a job forward.
  
• Excellent communication habits, including proactive and frequent updates to stakeholders.
  
• Strong attention to detail and disciplined documentation practices.
  
• Ability to treat required paperwork and pre-work documentation as mandatory rather than optional.
  
• Ability to remain composed and effective in a fast-paced, high-volume environment involving urgent requests.
  
• Professional-level spoken and written English.
  

Qualifications

• Previous experience in a facilities-related role is strongly preferred, such as facilities coordination, property maintenance, field service coordination, maintenance operations, property operations, or vendor/service management.
  
• Working knowledge of the facilities service lifecycle, including work-order intake, vendor dispatch, site access, quoting, approvals, service completion, documentation, and invoice closeout.
  
• Previous experience using CMMS or facilities management platforms such as ServiceChannel, MaintainX, or similar systems, with familiarity managing work orders, service requests, vendor activity, and job status updates.
  
• Experience working directly with clients, vendors, contractors, maintenance providers, property contacts, or other external service partners.
  
• Familiarity with service-ticket and work-order environments is strongly beneficial.
  
• Spanish proficiency is a strong plus.
  
• Experience supporting U.S.-based clients, facilities, properties, or service operations is advantageous.
  
• Comfortable working cross-functionally with operations, dispatch, finance, and vendor-management teams.
  

Benefits