Facilities Dispatch & Administrative Coordinator

Position Summary

The Facilities Dispatch & Administrative Coordinator is responsible for the end-to-end management of facility maintenance work orders within the Axxerion platform. This role ensures all work orders are properly scheduled, assigned to vendors, tracked through completion, and processed for billing and invoicing. The coordinator serves as the central point of contact between District Managers, Store Managers, vendors, and the IPG Accounts Payable team.
Key Responsibilities

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Work Order Management & Dispatch

Create, assign, and schedule work orders in Axxerion across the IPG property portfolio
Coordinate with vendors to confirm start dates and ensure timely execution
Monitor work order statuses (Draft, Assigned, Accepted, Work Finished) and follow up on stalled or overdue items
Triage incoming maintenance requests by priority level (Critical, High, Medium, Low) and route accordingly
Workflow Coordination
Manage the 4-phase work order lifecycle:
Phase 1 — Assignment & vendor confirmation
Phase 2 — Work execution tracking & District Manager approval
Phase 3 — Financial confirmation & NTE (Not-to-Exceed) compliance
Phase 4 — Change order submissions & approval routing
Ensure email notifications are triggering properly across the 10 workflow connectors
Escalate rejected work or change orders and coordinate resubmissions
Billing & Invoicing
Verify vendor invoices against approved NTE amounts and work order scope
Reconcile spend amounts with work order budgets before submitting to IPG Accounts Payable
Track and flag discrepancies between quoted and actual costs
Process change orders through the approval chain (including escalation to senior leadership as needed)
Maintain accurate financial records for each work order
Reporting & Communication
Utilize the FM Master Dashboard to monitor KPIs, open work orders, and regional performance
Provide regular status updates to District Managers and Regional Managers
Generate reports on work order volume, vendor performance, completion rates, and spend by property/region
Maintain organized records and documentation for all maintenance activities
Vendor Relations
Serve as primary contact for vendor scheduling and communications
Track vendor responsiveness, quality, and adherence to timelines
Assist in onboarding new vendors into the Axxerion system

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Qualifications

2+ years experience in facilities coordination, dispatch, property management, or administrative operations
Experience with work order management systems (Axxerion or similar CMMS/CAFM platforms preferred)
Strong organizational skills with the ability to manage high volumes of concurrent work orders
Proficiency in Microsoft Excel and comfort navigating web-based dashboards
Familiarity with invoice processing, purchase orders, and basic accounting principles
Excellent written and verbal communication skills
Self-storage or commercial real estate experience a plus

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Competencies

Detail-oriented with strong follow-through
Ability to prioritize and triage under pressure (especially critical/emergency work orders)
Comfortable coordinating across multiple stakeholders (store-level, regional, vendor, and corporate)
Proactive problem-solver who escalates appropriately