Client Coordinator

Reactive Maintenance & Work Order Management

About the Role

We are seeking a highly organized, detail-oriented, and proactive Client Coordinator to manage reactive client work orders from initial request through completion, invoice processing, and client billing.

This role is ideal for someone who thrives in a fast-paced environment, can manage multiple priorities, communicates effectively with clients and subcontractors, and is comfortable working across multiple software platforms. The successful candidate will play a key role in ensuring work orders are coordinated efficiently, costs are controlled, invoices are processed accurately, and clients are billed in a timely manner.

Key Responsibilities

Work Order & Project Coordination

• Receive, review, and manage reactive maintenance work orders from clients.
• Coordinate work from initial request through completion, ensuring deadlines and client expectations are met.
• Source, identify, and engage suitable subcontractors to complete required works.
• Communicate with clients, subcontractors, and internal teams to coordinate schedules, access, updates, and job requirements.
• Monitor work order progress and follow up on outstanding jobs to ensure timely completion.

Subcontractor, Invoicing & Client Billing

• Request and review subcontractor quotes, ensuring pricing is appropriate and competitive.
• Review proposed costs, obtain approvals where required, and ensure work is completed within authorized budgets.
• Receive, review, and verify subcontractor invoices against work orders, quotes, and approved costs.
• Review and process subcontractor invoices for accuracy and approval.
• Ensure all costs are correctly allocated to the relevant work orders and projects.
• Prepare and issue client invoices in accordance with agreed pricing, contract terms, and billing requirements.
• Ensure completed works are billed accurately and promptly, with all necessary supporting documentation.

Skills & Experience

The ideal candidate will have:

• Experience in project coordination, facilities maintenance, property services, service delivery, or a similar administrative or operational role.
• Strong organizational skills and the ability to manage a high volume of work orders simultaneously.
• Experience coordinating subcontractors, tradespeople, or external service providers.
• Confidence reviewing quotes, checking invoices, tracking costs, and managing client billing.
• Strong numerical skills and exceptional attention to detail.
• Proficiency in using multiple software programs and the ability to learn new systems quickly.
• Excellent written and verbal communication skills.
• The ability to prioritize urgent requests, meet deadlines, and solve problems independently.
• A proactive approach, strong follow-through, and a commitment to delivering excellent client service.

What We’re Looking For

We are looking for someone who takes ownership of their work, anticipates issues before they arise, and understands the importance of both operational efficiency and financial accuracy.

You will be comfortable juggling competing priorities, coordinating multiple stakeholders, and ensuring every work order is followed through from start to finish. You understand that successful coordination means more than getting a job completed — it also means controlling costs, maintaining accurate records, processing invoices correctly, and ensuring the client is billed appropriately.

Pay: $25.40 - $30.60 per hour

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person