Facilities Operations Coordinator Service By Medallion - 3.4 Mountain View, CA Job Details Full-time $35 - $45 an hour 1 hour ago Benefits Health insurance Dental insurance 401(k) Paid time off Vision insurance Life insurance Retirement plan Qualifications Company vehicle operation Administrative experience High school diploma or GED Dispatching Driver's License Attention to detail Associate's degree Full Job Description Company Overview Service by Medallion boasts an award-winning legacy spanning over 45 years, exemplifying unwavering commitment to excellence in integrated facility services. Our comprehensive suite of solutions goes beyond traditional maintenance, delivering innovative, sustainable, and proactive approaches to facility management that prioritize safety, efficiency, and continuous improvement. The Facilities Operations & Work Order Coordinator is responsible for coordinating technician schedules, managing work orders, tracking labor and material costs, supporting payroll compliance, and maintaining accurate operational records. This position works closely with technicians and operations management to ensure work is scheduled efficiently, completed on time, documented accurately, and performed in compliance with company and client safety standards. Essential duties include, but are not limited to:

• Coordinate and schedule internal technicians to support the timely completion of work orders and service requests.
• Create, update, and manage work orders with detailed job descriptions, scopes of work, required labor, materials, and supporting documentation.
• Assign and track all technician labor hours and receipts under the appropriate work order and client account.
• Ensure all labor, material, and related costs are accurately documented before closing work orders.
• Maintain technician schedules, including client account numbers, work order numbers, job locations, estimated labor hours, and scheduled completion dates.
• Monitor technician progress and follow up on open or delayed work orders to ensure deadlines are met.
• Audit employee timecards and reinforce payroll procedures to reduce missed punches, incorrect account coding, and payroll corrections.
• Reconcile technician hours against assigned work orders to ensure accuracy, accountability, and proper client billing.
• Confirm that employees use the correct work order and account number when clocking in and out.
• Tag, upload, and organize receipts, invoices, photographs, and other supporting documents within the appropriate work order.
• Conduct routine audits of work orders, technician schedules, receipts, and timecards to maintain data integrity and operational consistency.
• Support and coordinate safety training initiatives to ensure compliance with company policies, client requirements, and applicable safety standards.
• Maintain training records and follow up on required safety certifications or corrective actions.
• Coordinate company vehicle inspections, preventive maintenance, repairs, and service schedules.
• Maintain accurate vehicle records and ensure inspections and maintenance are completed in accordance with established safety requirements.
• Identify work order, payroll, safety, or scheduling discrepancies and escalate unresolved concerns to management.
• Prepare reports regarding open work orders, technician hours, labor and material costs, vehicle maintenance, and operational compliance.
• Perform additional administrative and operational duties as assigned.

Qualifications:

• High school diploma or equivalent required; associate degree or relevant certification preferred.
• Two or more years of experience in facilities operations, work order coordination, dispatch, scheduling, or a related administrative role preferred.
• Experience coordinating technicians or field service employees strongly preferred.
• Knowledge of work order management, payroll procedures, cost tracking, and preventive maintenance practices.
• Proficiency with Microsoft Office, Google Workspace, or similar business applications.
• Experience using computerized maintenance management systems, work order platforms, timekeeping systems, or payroll software preferred.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Strong attention to detail and commitment to maintaining accurate records.
• Effective written and verbal communication skills.
• Ability to work independently while collaborating with technicians, operations management, clients, and support departments.

Job Requirements:

• Able to meet the physical requirements and essential functions of the role, with or without accommodation, for example, frequent standing and walking, occasional reaching with hands and arms, and occasionally lift and/or move up to 25 pounds unassisted.

Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

• Ability to work primarily in an office or facilities environment while periodically visiting client sites and work areas.
• Ability to sit, stand, walk, and use a computer for extended periods.
• Ability to occasionally lift or move materials weighing up to 25 pounds.
• May be required to adjust working hours based on operational needs, technician schedules, emergencies, or client requirements.
• A valid driver's license and an acceptable driving record may be required when operating a company vehicle.

PLEASE NOTE

Due to the cyclical nature of the industry, team members are required to work varying shifts and schedules, including nights, weekends, and holidays, which reflect the Company's operating requirements. This job description is intended to describe the general requirements for the position. It is not a complete statement of duties, responsibilities or requirements. Other duties not listed here may be assigned as necessary to ensure the proper operations of the department. Changes may be made with or without prior notice.

Pay:

$35.00 - $45.00 per hour

Benefits:

401(k) Dental insurance Health insurance Life insurance Paid time off Retirement plan Vision insurance

Experience:

Managing Work Orders:

1 year (Preferred)

Billing & Invoicing:

1 year (Preferred)

Facilities Administration Support:

1 year (Preferred)

Work Location:

In person