Preventative Maintenance Coordinator

Key Responsibilities

• Serve as the primary point of contact for the departments Work Order system. Enter and update preventative and routine maintenance requests, assign work orders, track progress and completion, and maintain records of tradesperson time and task logs.
• Cook scheduling and dispatch. Coordinate and schedule maintenance staff. Maintain recurring maintenance calendars and ensure timely execution of work across all public facilities.
• Assist with the preparation, distribution, and tracking of service contracts and bid documents, and maintain records for annual contracts and service agreements.
• Support the Deputy Directors with daily office operations including scheduling, correspondence, document preparation, filing, and record keeping. Assist with the preparation of Building Commission documents such as contracts, change orders, and meeting materials.
• Prepare and maintain financial documents such as invoices, purchase orders, requisitions, and budget transfers. Assist with data collection, reporting, and tracking expenditures for departmental projects.
• Perform similar or related work as required or assigned to support the efficient functioning of the Building Department.

Qualifications

• Education & Experience: High school diploma plus relevant coursework in business, administration, or finance, or an equivalent combination of education and experience; 35 years of office experience in a fast-paced environment.
• Knowledge & Skills: Strong organizational, communication, and customer service skills; Ability to manage multiple tasks and work independently with attention to detail; Familiarity with office software (word processing, spreadsheets, databases); Experience with facilities/building maintenance practices preferred; Ability to maintain confidentiality and exercise sound judgment.