Purpose

The Facilities Operations Assistant supports the administrative function of the Facilities team, including the day-to-day configuration, data integrity, user support, and continuous improvement of the organization’s computerized maintenance management system (CMMS) MaintainX. This role is responsible for work order intake and scheduling, preventive maintenance (PM) compliance, accurate asset and location records, and reporting that supports operational decision-making, service level (KPI) performance, and potential strategic capital planning.

Health, Wellness & Retirement Benefits:

• Medical, Dental & Vision insurance
• Paid time off & paid holidays
• Retirement with contribution match
• Life & AD&D, pet insurance
• Employee assistance program, & more!

 Compensation:  

• The target wage range for this position is $26.62 to $31.92 hourly.  
• Final offers are individually based on various factors, including skill set, years of experience, location, qualifications, work schedule and other job-related reasons.

Primary Responsibilities

• Assign work orders to Facility Coordinator, or technicians and vendor partners (as directed) for completion based on established guidelines.
• Coordinate and support asset audits, onboarding of new equipment, and CMMS updates associated with moves/adds/changes; ensure documentation is captured and retained within the CMMS.
• Support standardized work order intake and triage processes and priority.
• Monitor work order queues and Facilities email box for completeness and data accuracy; follow up with requesters or technicians to correct missing/unclear details.
• Track work order lifecycle performance (open backlog, aging, first response time, completion time, reopen rates)
• Support after-hours/on-call workflows per scheduled rotation (routing, escalation, and documentation expectations).
• Work closely with the Coordinator II and Maintenance Supervisor to optimize dispatching, workload balancing, and schedule visibility.
• Administer CMMS settings, workflows, roles/permissions, request forms, priorities, categories, and status definitions to support consistent work order management.
• Build and maintain dashboards and recurring reports for key stakeholders (e.g., backlog, PM compliance, uptime/downtime, reactive vs. proactive work, workload by role/site, project status, cost tracking).
• Partner with Facilities leadership and cross-functional stakeholders to ensure CMMS workflows align to compliance, safety, and organizational needs.
• Perform other duties as assigned.

Key Skills, Knowledge & Abilities

• Working knowledge of maintenance operations concepts: work order lifecycle, preventive maintenance, asset management, and service level metrics.
• 2+ years of experience using a CMMS/EAM/work request dispatching platform (e.g., MaintainX, Maximo, etc.) in facilities, healthcare, education, or similar environment.
• Strong reporting and analytical skills (dashboards, KPI design, trend analysis) using CMMS reporting tools and/or Excel.
• Excellent customer service, communication, and training skills.
• Ability to support both technical and non-technical users.
• Ability to prioritize competing requests, manage stakeholder expectations, and drive adoption of standardized processes.
• Ability to triage work orders, determine priority/impact.
• Strong organizational and time management abilities to manage multiple open work orders, PM’s schedules and competing site needs.
• Skilled in CMMS to create, assign, track and close work orders; maintain asset/location records, track and document labor and other associated cost of work orders.
• Excellent problem-solving skills investigating recurring building issues (water leaks, power/lighting issues, gathering information and assist in coordinating resolution.

Experience & Education Requirements

• High School Diploma/GED or equivalent
• Two (2) years of direct supervision of people or teams experience.
• 1+ years working with a work order system (CMMS) in coordinating facilities maintenance, repairs, PM’s technician and vendor management (2+ years preferred)
• A current driver’s license and reliable vehicle.
• A reliable smart phone (Neighborcare will provide a computer/laptop).
• (Preferred) Associate's degree or equivalent years of experience.

About Neighborcare Health:
Since 1968, Neighborcare Health has been removing barriers to health care for our neighbors. We believe everyone deserves a place to call their health care home, where a team of medical, dental and mental health professionals work in collaboration with each patient to develop a personal health improvement plan.

We are one of the largest providers of primary medical, dental and behavioral health care services in the Seattle area serving low-income and uninsured families and individuals, seniors on fixed incomes, immigrants, and people experiencing homelessness. Each year we care for nearly 60,000 patients at our nearly 30 non-profit medical, dental and school-based clinics. We ask everyone to pay what they can, but no one is turned away due to inability to pay.

Our clinics are located in neighborhoods where health disparities are the greatest, and our care teams, who speak over 55 languages and dialects, are as diverse as our patients. No matter who you are, or where you come from, regardless of your insurance, income or immigration status, you are welcome at Neighborcare Health.

Learn more about us here.

Full job description available upon request.