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The Work Order Coordinator is responsible for managing the entry, tracking, and reporting of facility maintenance work orders using the Government’s NEXGEN system, supporting dormitory facilities / buildings. This position also includes vendor scheduling support and quality control of submitted data and service reports. The role ensures timely documentation, facilitates efficient vendor response, and supports contract compliance through accurate and timely reporting.

Primary Duties

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. These duties and responsibilities will be rated on the Annual Performance Review.

• Enter and maintain facility work order data using a computerized maintenance management system (e.g., NEXGEN). Maintain organized records of work orders, vendor visits, and inspection results.

• Monitor open work orders and assist with status tracking, updates, and follow-up actions.

• Prepare and submit routine and ad-hoc reports, including daily logs, weekly summaries, and monthly performance records.

• Support emergency reporting procedures by documenting and escalating urgent maintenance issues within required timeframes.

• Assist with vendor coordination by scheduling maintenance appointments and ensuring appropriate access to facilities.

Additional Responsibilities

• Support quality control by reviewing submitted data and reports for completeness, consistency, and accuracy.

• Coordinate with on-site maintenance staff, supervisors, and other stakeholders to ensure smooth information flow and task execution.

• Assist with compliance documentation and support internal audits or inspection readiness activities.

• Perform other responsibilities as assigned.

Qualifications: Education, Experience, and Certification(s)

• High school diploma or General Educational Development (GED) required. Associate degree in administrative services or related field preferred.

• At least two years of data entry experience, work order tracking, or facilities operations support required.

Knowledge, Skills, and Abilities

• Excellent verbal, written, multi-tasking and presentation skills.

• Proficiency in Microsoft Excel and Word required; experience with NEXGEN or similar CMMS platforms preferred.

• Excellent organizational skills and attention to detail.

• Strong communication and coordination skills, particularly with vendor scheduling.

• Ability to coordinate and communicate effectively with vendors, facility personnel, and government staff.

• Experience in scheduling and tracking vendor service appointments and documenting follow-up actions.

• Must be able to pass a background check and complete required government training, including Cyber Awareness and NEXGEN use.

• Ability to define problems, collect data, establish facts, draw valid conclusions, and act upon those conclusions as may be deemed necessary.

• Must be a well-organized, detail-oriented, self-directed, articulate team player able to relate to customers and employees at all levels.

• Must possess the ability to solve a variety of logistical and customer service related challenges in a timely manner.

• Must demonstrate the ability to work well under pressure and consistently meet tight deadlines in a fast-paced environment.  

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to stand; reach with hands and arms; and talk or hear. The employee is occasionally required to walk and sit. The employee may occasionally lift or move products and supplies, up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, depth perception, and ability to adjust focus.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment is usually moderate.

What We Offer – for Benefit Eligible Employees May Include:

Because ServiceSource hires the best people, we work hard to provide benefits that make their lives better, so we offer a comprehensive benefit program which features:

• Health coverage for you and your family through Medical, Dental, and Vision plans.

• Financial protection with 100% company paid Disability, Life, Accidental Death & Dismemberment insurance.

• A 403(b)-Retirement plan in which the company matches dollar for dollar on a generous percentage matching up to 3% of your contribution.

• Tax advantages through Flexible Spending and Health Savings accounts that allow you to pay for specific healthcare and dependent care expenses with pre-tax dollars.

• To help you manage your work and life needs, we offer an Employee Assistance Program, Wellness Program, and Tuition Assistance.

• A generous paid time-off program in which the benefits increase based on your tenure with the company.

We are an Equal Employment Opportunity Employer, making employment decisions without regard to a person’s race, color, religion, sex (including pregnancy, sexual orientation, gender identity and transgender status), national origin, age (40 or older), veteran status, disability, or any other protected class. We are an E-Verify Employer and a drug-free workplace. Pre-employment background checks are required for all employment positions.

PAY TRANSPARENCY POLICY STATEMENT:

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information