Maintenance Operations Coordinator

CGL is a provider of justice facility planning, design, and program management and maintenance solutions to justice facilities and other public facilities throughout the U.S. and internationally. CGL Facility Management, LLC provides comprehensive contract facility maintenance services to commercial clients.

A Brief Overview
Reporting to the Director of Operations, the Maintenance Operations Coordinator provides administrative and operational support to facility management and field maintenance teams to ensure the efficient day-to-day operation of the facility. This position serves as a key point of contact for employees, vendors and subcontractors, coordinating communications, maintaining records, processing invoices, reports, internal documents/forms, and managing work orders.

What you will do

• Serves as the primary point of contact for incoming calls, customer inquiries, and vendor requests, ensuring timely communication and follow-up with maintenance staff within the designated region/contract.
• Processes and codes vendor and subcontractor invoices for payment in accordance with established procedures.
• Maintains and updates records using Microsoft Office applications and the Computerized Maintenance Management System (CMMS).
• Provides month-end support to the sites, as requested and identified by Operations Leadership, for continued issues or corrections deemed essential.
• Provides regular reporting and training upon request from Operations leadership.
• Supports employee onboarding by coordinating training, system access, and account setup across company platforms.
• Tracks and assists with employee safety, compliance, and corporate training requirements.
• Facilitates effective communication among facility leadership, maintenance teams, and other stakeholders to ensure efficient operations and problem resolution.
• Schedules appointments and meetings as requested; handles the logistics for meetings
• Serves as backup support during administrative staff absences, and may coordinate administrative assistant projects and/trainings across facilities.
• Provides general administrative and operational support to facility management as needed.
• This position requires driving for the Company using either 1) a Company vehicle at any frequency from Rarely to Constantly; or, 2) a Personal or Rental vehicle to conduct Company business more than 50% of the time to perform work duties.

Qualifications

• Bachelor's Degree from an accredited college or university with a focus in Business Administration, Accounting or related field preferred.
• 1-3 years administrative assistance experience, including basic accounting principles knowledge or experience required.
• Working knowledge of CMMS databases.
• Proficient in providing end-user support in accounting-related to onsite operations.
• Strong organizational and interpersonal skills with the ability to work with technical and non-technical users at all levels.
• Meticulous attention to detail and strong organizational skills.
• Excellent oral/written communication skills, including group facilitation and presentation skills.
• Excellent interpersonal skills, including leadership, influencing, and relationship building across functions. Ability to identify, use, understand, and manage emotions in positive ways to empathize with others and overcome challenges; self-awareness.
• Ability to work with management to align learning/leadership development with succession planning initiatives.
• Ability to organize/prioritize work, manage multiple tasks and projects, and function effectively as a self-directed leader of multiple initiatives.
• Ability to create momentum and foster organizational change.
• Requires a self-motivated individual who pays close attention to detail and who can prioritize in a fast-moving environment with excellent consulting, client management, and business literacy skills.
• Takes initiative to identify and anticipate client needs and make recommendations for improvement.
• While working independently and reliably, teamwork and effective communication will also be necessary for success.
• DL NUMBER - Driver's License, Valid and in State required.