Client Services Representative - Facilities Administration

Under the direction of the Facilities Administration Manager, the Client Services Representative supports the full range of administrative functions that keep our Facilities Management operations running efficiently. This role is highly versatile, combining responsibilities in dispatch and customer communication, accounts payable and invoice processing, work order coordination, vendor engagement, and event logistics. The ideal candidate is detail‑oriented, self‑directed, and comfortable working across multiple systems and priorities in a fast‑paced environment.

• Work Order & Dispatch Management:
  Monitor and manage incoming work order requests using our CMMS platform. Coordinate follow‑ups and ensure timely service resolution.
• Invoice Processing & Accounts Payable:
  Code, process, and track property‑related invoices. Communicate with vendors to verify billing accuracy and resolve discrepancies.
• Client Communication:
  Serve as a responsive and professional point of contact for internal clients and stakeholders. Manage requests, provide updates, and ensure follow‑through on service needs.
• Vendor Engagement & Contract Coordination:
  Manage relationships with third‑party vendors, including initiating and tracking onboarding documentation, insurance verification, contract specifications, and compliance with internal standards. Serve as a liaison between vendors and internal departments for contract and service‑related matters.
• Event & Meeting Setup Coordination:
  Manage all requests for internal event and meeting setups. Ensure proper documentation and coordination with facility teams and stakeholders.
• Administrative & Records Support:
  Maintain accurate records across systems including service requests, property information, vendor records, and meeting setups. Assist in documentation, reporting, and other administrative duties as needed.
• Process Improvement & Initiative:
  Identify inefficiencies in administrative workflows and contribute to enhancing clarity, speed, and accuracy of services provided.
• Cross‑Functional Flexibility:
  Support all areas of the administrative team as needed, including rotating dispatch coverage, internal communications, and team coordination.

• Experience:
  
  At least 2–3 years in administrative support, accounts payable, facilities services, or a related field.
• Software Proficiency:
  Strong skills in Microsoft Office (especially Excel and Outlook). Experience with SharePoint, accounting software, or CMMS platforms is preferred.
• Communication:
  Clear, professional written and verbal communication with both internal teams and external contacts.
• Customer Service:
  Strong customer‑facing skills with a solution‑oriented mindset and attention to professionalism.
• Organization & Follow‑Through:
  Ability to manage multiple responsibilities simultaneously with a strong sense of ownership.
• Self‑Direction & Initiative:
  Capable of working independently with minimal supervision and taking proactive steps to resolve issues.
• Adaptability:
  Comfortable with shifting priorities and contributing across different types of administrative work.

100% Onsite

Location:

Downtown Kansas City, MO

Monday‑Friday, 9am‑6pm (40 hours per week)

Pay: $24‑28 per hour.

We offer a competitive salary commensurate with experience, bonus potential, and a comprehensive benefits package.