Virtual Facilities Work Order Coordinator

Position Title: Virtual Facilities Work Order Coordinator (Senior-Level Support Role)
Company: Bridgeland Builders
Location: Remote
Employment Type: Full-Time Virtual Assistant
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Position Overview
Bridgeland Builders is seeking a highly organized Virtual Facilities Work Order Coordinator to manage and coordinate maintenance work orders (WO’s) for our Canadian commercial and retail clients.
This role requires experience in facilities management coordination or work order administration—ideally supporting Canadian or US companies. The successful candidate will have a deep understanding of maintenance workflows, strong communication skills, and the ability to manage vendor dispatching, track service progress, and ensure timely completion using digital tools and CMMS platforms (e.g., OfficeTrax, ServiceChannel, Fiix, UpKeep).
You will work closely with Bridgeland’s leadership team in Canada to oversee 100+ active work orders per month, ensuring issues are addressed quickly and efficiently.
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Key Responsibilities
Work Order Administration
• Receive, enter, and track all incoming work orders from clients via Bridgeland’s work order platform (OfficeTrax or similar).
• Review each WO for accuracy, assign appropriate priority levels (emergency, urgent, standard, preventive), and coordinate dispatch with approved vendors if required.
• Follow up on open work orders to ensure timely updates, completion confirmations, and documentation.
• Maintain detailed digital records for each WO (photos, invoices, notes, completion status, sign off forms).
Vendor Coordination
• Communicate directly with Canadian vendors (email, phone, platfor ---------- ssaging) to confirm schedules, provide instructions, and follow up on work completion.
• Assist in vetting new vendors: gather license, insurance, WCB/WSIB documents, and ensure compliance with Bridgeland standards.
• Monitor vendor performance (response times, completion rate, quality feedback) and prepare periodic performance summaries.
• Maintain a digital vendor database organized by trade and location.
Reporting & Documentation
• Generate weekly and monthly reports summarizing active, completed, and overdue work orders.
• Track costs, quotes, and invoices in coordination with the accounting and operations team.
• Support management in identifying recurring maintenance trends and preparing summary dashboards.
Client Communication Support
• Support Bridgeland management with client updates, including status reports and ETA tracking.
• Ensure client instructions are accurately communicated to vendors.
• Escalate urgent issues or delays to Bridgeland leadership immediately.
Process Optimization
• Recommend and document workflow improvements in the WO management system.
• Maintain up-to-date SOPs for remote coordination, file organization, and data entry standards.
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Qualifications
Required:
• Minimum 3–5 years of experience in facilities coordination, property management assistance, or work order administration for Canadian or US clients.
• Prior experience using CMMS or facilities management platforms (OfficeTrax, ServiceChannel, Fiix, UpKeep, or similar).
• Excellent English communication skills (written and verbal).
• Strong ability to prioritize and manage multiple work orders with minimal supervision.
• Advanced skills in Google Workspace (Sheets, Drive, Gmail) or Microsoft Office.
• Fast and stable internet connection with backup access.
Preferred:
• Familiarity with Canadian or U.S. building maintenance and vendor service models.
• Experience in data entry, reporting, and vendor onboarding.
• Comfortable working in Canadian** business hours (Central Time Zones)**.
• Experience in communicating with tradespeople, contractors, and clients in North America.
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Core Competencies
• Attention to Detail: Accurately updates work orders and tracks multiple job statuses simultaneously.
• Proactive Communication: Keeps clients, vendors, and managers informed in real time.
• Resource Management: Balances urgency, cost, and vendor availability effectively.
• Problem Solving: Anticipates issues, escalates appropriately, and proposes timely solutions.
• Adaptability: Handles shifting priorities and varied client needs confidently.
• Team Collaboration: Works closely with the Canadian coordination and leadership team in a remote environment.
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Tools You’ll Use
• Primary Platforms: OfficeTrax (or equivalent), Google Workspace, Slack/Teams, CRM (Go High Level), and shared drives.
• Secondary Tools: Excel or Google Sheets for reporting, Trello/ClickUp for task tracking, and VOIP systems (Google Voice, RingCentral, or GoHighLevel dialer).
• AI knowledge and or experience is an asset
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Compensation & Work Setup
• Competitive rate in PHP (based on experience and alignment with Canadian market hours).
• Remote position (work-from-home).
• Paid training on Bridgeland’s internal processes and client systems.
• Opportunities for growth with Bridgeland Builders.
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To Apply
Please submit your resume and a brief video or written introduction outlining your experience in facilities coordination, WO management tools you’ve used, and your familiarity with North American maintenance operations to ----------
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Bridgeland Builders is an equal opportunity employer that values dedication, professionalism, and continuous improvement. We welcome experienced coordinators who thrive in structured yet dynamic remote work environments.