About Patriot Holdings International:

Patriot Holdings International is a Service-Disabled Veteran-Owned Small Business specializing in comprehensive facility management and maintenance services across residential, commercial, and government sectors. We pride ourselves on delivering best-in-class service, leveraging technology and a dedicated team to keep our clients' facilities running smoothly.

Role Overview:

We are seeking a Facility Management Coordinator to serve as the operational backbone of our service delivery. You will manage client communications, process and dispatch work orders, prepare estimates and invoices, and coordinate projects from kickoff through completion. This is a fully remote position, giving you the flexibility to work from anywhere in the U.S.

Key Responsibilities:

• Client & Stakeholder Communication
• Act as the primary point of contact for facility maintenance requests.
• Relay updates and status changes to technicians, subcontractors, and senior management.
• Work Order Management
• Receive work orders via email and phone, logging details accurately in our CRM/CMMS.
• Prioritize, dispatch, and schedule assignments to the appropriate technician or vendor.
• Estimating & Invoicing
• Prepare cost estimates and price quotes for maintenance tasks and small projects.
• Generate and manage invoices for completed work, ensuring timely and accurate billing.
• Project Coordination
• Draft project agreements and scopes of work; coordinate kickoff meetings.
• Monitor project milestones and maintain clear communication with all team members to ensure on-time, on-budget delivery.
• Vendor & Subcontractor Management
• Send vendor agreements via DocuSign and collect required paperwork (insurance certificates, W-9s, etc.).
• Source and evaluate technicians or subcontractors to meet project needs.
• Documentation & Compliance
• Maintain organized records of work orders, contracts, and correspondence in our systems.
• Ensure compliance with safety regulations and client-specific requirements.
• Continuous Improvement
• Identify process bottlenecks and propose enhancements to streamline workflows and improve service quality.

Qualifications

• Experience: Minimum 2 years in facility management coordination, dispatch, or a related operations role.
• Technical Skills: Proficiency with CRM/CMMS platforms and e-signature tools (e.g., DocuSign). Comfortable learning new software quickly.
• Communication: Exceptional written and verbal communication skills, with a customer-service focus.
• Organizational Ability: Strong attention to detail; able to manage multiple work orders and projects simultaneously.
• Problem-Solving: Proactive mindset with the ability to troubleshoot field issues and escalate urgent matters appropriately.
• Adaptability: Self-motivated and accountable; able to work independently in a remote environment and handle occasional urgent requests.
• Optional Certifications: Facility management credentials (e.g., FMP, CFM), project management certifications, or safety training (OSHA) are advantageous but not required.

Why Join Us?:

• Competitive Compensation: A salaried position with comprehensive benefits and paid time off.
• Remote Flexibility: Work from anywhere in the U.S. with a flexible schedule.
• Professional Growth: Opportunities for training, certifications, and career advancement within a growing, veteran-focused company.
• Collaborative Culture: Join a mission-driven team that values innovation, integrity, and teamwork.

How to Apply:

Please submit your resume and a brief cover letter highlighting your facility management coordination experience and any relevant certifications. We look forward to learning how your skills, and experience will contribute to our team's success!