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 . 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.