Facilities Coordinator (Dispatcher)

Facilities Coordinator (Dispatcher)

We are looking for an experienced Facilities Coordinator to oversee vendor operations, contract administration, compliance tracking, and service performance for a large facilities portfolio. This long-term contract position is ideal for someone who can balance day-to-day coordination with strong financial, operational, and quality oversight while working across multiple internal teams. The role requires someone who can maintain accurate records, resolve vendor issues, and help ensure dependable service delivery across facility-related programs.

Responsibilities

• Manage relationships with a broad network of active service providers, serving as the main point of contact for ongoing communication, issue resolution, and service coordination.

• Oversee agreements with vendors by preparing, updating, renewing, and organizing contracts and related documentation throughout the full contract lifecycle.

• Monitor vendor compliance by tracking insurance records, licensing, bonding, background checks, and other required documentation to reduce operational and legal risk.

• Evaluate service provider performance using defined metrics such as response times, work quality, billing accuracy, and customer satisfaction, and guide improvement efforts when standards are not met.

• Work closely with operations and dispatch teams to support vendor availability, service coverage, and timely response to facility needs.

• Partner with finance and accounts payable teams to address invoice questions, resolve payment discrepancies, and help ensure vendors are compensated according to agreed terms.

• Support cost control initiatives by reviewing spending patterns, assisting with rate discussions, and identifying opportunities for savings, discounts, or rebates.

• Maintain accurate vendor files, compliance logs, and reporting records to support audits, leadership updates, and operational decision-making.

• Communicate emerging risks, service trends, and vendor performance insights to leadership and relevant stakeholders in a clear and timely manner.

• 5-7 years of experience in facilities coordination, vendor management, project support, or a related operational environment.

• Strong ability to manage contracts, documentation, reporting, and compliance records with a high level of accuracy and organization.

• Experience working with vendors, onboarding processes, service-level expectations, and performance review activities.

• Knowledge of invoicing, billing functions, accounts payable coordination, and basic financial tracking in a business setting.

• Familiarity with compliance requirements such as insurance documentation, audits, safety standards, and regulatory recordkeeping.

• Effective communication skills with the ability to collaborate across operations, finance, dispatch, and leadership teams.

• Proficiency in planning, prioritization, and handling multiple tasks in a fast-paced environment.

• Comfortable using internet-based systems and standard business tools to maintain records, generate reports, and support daily operations.