Facilities Support Dispatch Coordinator

Description

Facilities Support Dispatch Coordinator

Starting at $23.28 hourly / based on experience

Schedule:

Full Time / Monday-Friday / 7:00am-3:30pm

Position Summary:

Under the direction of the Senior Facilities Manager, provides comprehensive administrative, dispatching, and coordination assistance to ensure the smooth and efficient operation of all facilities-related functions. This position supports daily departmental activities, oversees work order flow, communicates with staff, vendors, and residents, and assists with organizing facility maintenance, repairs, and projects. The role requires strong administrative skills, excellent communication, and the ability to multitask in a fast-paced environment.

Major Duties and Responsibilities:

Administrative Assistant Responsibilities:

• Performs general clerical tasks including but not limited to filing, scanning, copying, and maintaining organized department documentation.
• Prepares, formats, and edits correspondence, reports, spreadsheets, and presentations using Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Manages department email inboxes and routes inquiries to appropriate staff.
• Maintains digital and paper records, logs, and vendor documentation in accordance with organizational guidelines.
• Assists with budgeting tasks such as processing invoices, tracking expenses, and maintaining purchasing records.
• Uses various software to generate invoices/billing and maintains facilities database.
• Participates in daily, weekly, and end-of-month accounting procedures.
• Assists with maintaining inventory of office and facility supplies, coordinate ordering and replenishment.
• Supports leadership with administrative tasks and special projects as needed.
• Serves as a liaison for residents, staff, and vendors in the resolution of a variety of day-to-day matters.
• Accurately and promptly updates and maintains individual files for residents and vendors.
• Is committed to keeping confidential any sensitive information.

Dispatcher Responsibilities:

• Receives and prioritizes requests from residents and staff regarding maintenance needs. Assigns incoming work orders and service requests to the appropriate staff member(s) or vendor through the facilities management system. 
• Tracks the status of work orders to ensure timely completion and follow-up.
• Coordinates emergency or urgent service requests and communicates updates in real time.
• Monitors and relays information related to building systems, alarms, or environmental conditions when applicable.
• Maintains accurate logs of calls, facilities staff assignments, and work order outcomes.
• Provides excellent customer service, ensuring clear and timely communication.

Facilities Coordinator Responsibilities:

• Ability to manage a cloud-based maintenance management system (CMMS) to streamline the facility’s assets and operations. (WorxHub)
• Assists with coordinating preventative maintenance schedules and ensuring all required inspections are completed and documented.
• Assists with facility operations, including but not limited to room setups, office relocations, equipment installations, and space planning tasks.
• Responsible for communicating with vendors and contractors—requests quotes, schedules services, track deliverables, and ensures compliance with safety and quality standards.
• Maintains facility-related databases, tracking systems, and compliance documentation.
• Assists with monitoring building and grounds conditions; report maintenance needs and follow through on resolutions.
• May help coordinate small facility projects, including timelines, materials, documentation, and communication.
• Ensures adherence to organizational safety and security procedures; assist with incident reporting as needed.
• Support equipment inventory, tracking, and ordering for facility operations.
• Perform other duties as assigned. 

Requirements

Required Skills/Abilities:

• Strong proficiency in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint).
• Excellent verbal and written communication skills.
• Ability to multitask, prioritize responsibilities, exercise sound judgement and work independently.
• Strong customer service skills and professional demeanor.
• Ability to maintain confidentiality and handle sensitive information.
• Familiarity with facilities management software or work order systems preferred.
• Strong organizational skills with attention to detail.
• Has ability to analyze and solve problems.
• Is organized, able to multi-task, think creatively and adapt to different situations
• Has ability to write routine reports and correspondence. 
• Must be able to complete training on computer and/or other devices.
• Maintain competency in the position and knowledge of trade/industry advances and new technologies.
• Must be able to effectively communicate in English with all levels of staff, residents, and guests. 

Education and Experience:

• Preferably a high school diploma or GED equivalent.
• Preferably some accounting coursework or associate’s degree.
• Preferably two years of industry experience in an administrative assistant role in Facilities/Maintenance Operations or equivalent work experience

Licenses and Certifications: 

• If applicable, has a Certificate of Completion for memory care services training or obtains within 30 days of hire and complies with annual certification requirements.

Physical Requirements:

• Is able to carry/lift/push/pull up to 25 pounds.
• Can work alone most of the time.
• May need to operate a fire extinguisher.
• Is able to assist in evacuation procedures. 

Essential Functions:

• Physical: sitting/stationary position, fine manipulation (pen, using a mouse)
• Cognitive: written and oral communication, work under time constraints, concentrate amid distractions, ensure accuracy of details, remember names and details, problem solve, make decisions, work rapidly, examine/observe details
• Working Environment: inside, working with others, working around others, working alone

Hiring Process:

• Pre-employment Drug Screening
• Criminal Background Check
• Adult Protective Services (APS) Registry Check
• Employment Verification
• TB Testing
• Royal Oaks is a Drug Free Workplace. Royal Oaks conducts pre-employment, random and reasonable suspicion drug testing in accordance with its drug-free workplace policy. Royal Oaks' general hiring policy does not discriminate against registered medical marijuana cardholders. However, in accordance with A.R.S. 23-493.06 Royal Oaks may decline to employ or to continue to employ persons in safety-sensitive positions based on the results of drug testing.
• Royal Oaks does not discriminate in hiring or employment against holders of Arizona's Medical Marijuana card, although we do prohibit marijuana use on premise. Although Arizona has legalized recreational marijuana use as well as medical use, the law creates no employment protections for applicants or employees who are recreational marijuana users. Royal Oaks will require a drug screen for all applicants who accept a job offer and may decline those applicants who are positive for marijuana without a Medical Marijuana card. Royal Oaks will continue to prohibit all employees from using, selling, possessing, or being impaired by marijuana in the workplace and while on duty.

Incredible Benefits!

• Get Health Benefits Fast – Medical, dental, vision benefits start the first day after the month you're hired! (Full-time only)
• Employee Assistance Program (EAP) – Access to mental health support, legal counseling, financial coaching, and more through Talkspace and other resources.
• Choice of Two Affordable Medical Plans – Starting as low as $82/ paycheck for employee-only coverage (Full-time only).
• On-Campus Medical Providers – Convenient healthcare options right at your workplace.
• Six Annual Paid Holidays – Enjoy time off to recharge with paid holidays throughout the year.
• Generous Paid Time Off (PTO) – Start accruing PTO from day one, with up to 3 weeks in your first year (Full-time only).
• Cash in Unused PTO Hours – Convert unused PTO into cash (limits and details apply).
• Volunteer Time Off (VTO) – Get 4 hours of paid VTO annually to give back to your community, without using your PTO.
• Referral Bonus – Earn up to $600 for each friend you refer who gets hired – and there’s no limit to how many people you can refer!
• Tuition Reimbursement – Receive up to $5,000 annually in tuition reimbursement to support your educational goals.
• Career Growth Opportunities – We promote from within! Last year, we proudly promoted over 30 employees.
• FREE Fitness Center Access – Stay healthy with on-site gym facilities or enjoy gym reimbursement up to $200 annually.
• Annual Shoe Reimbursement – Get up to $40 annually for work shoes to keep you comfortable and stylish.
• Uniform & Reimbursement – Uniforms provided or reimbursed for many positions.
• Covered Parking – Convenient parking at no extra cost.
• Employee Meal Discount – Enjoy 20% off meals while at work.
• Exclusive Employee Discount Program – Save big on travel, electronics, entertainment, and more!
• Retirement Plan with Matching – Save for the future with a retirement plan offering 4%-10% matching contributions.

Disclaimer: This job posting is intended as a general summary of duties and responsibilities. A comprehensive job description is available upon request.