Preventative Maintenance Coordinator- Commercial HVAC Service

About the role

This role is responsible for maintaining PM schedules, verifying asset information, ensuring required forms and documentation are submitted, assisting with technician workflow management, and supporting project and service operations through administrative coordination and communication.

Responsibilities

• Affirmatively assist in scheduling preventative maintenance (PM) work orders with technicians, customers, and dispatch teams.
• Coordinate PM schedules to ensure customer due dates and contractual obligations are met.
• Monitor open PM work orders and follow up to ensure timely completion.
• Affirmatively assist with balancing technician schedules and workload planning.
• Affirmatively ensure technicians are properly checked in and checked out of jobs within Service Titan and other operational platforms.
• Affirmatively review PM completion status daily and escalate concerns or delays to leadership.
• Affirmatively assist with scheduling return visits and deficiency work identified during PM inspections.
• Affirmatively verify customer asset information including equipment type, serial numbers, model numbers, locations, and naming conventions.
• Affirmatively maintain accurate customer asset databases and update systems as needed.
• Affirmatively ensure all required PM forms, inspection reports, startup sheets, and customer documentation are properly completed and submitted.
• Affirmatively review submitted paperwork for accuracy, completeness, and compliance with BGIS standards prior to final submission.
• Affirmatively assist with maintaining digital and physical project and maintenance files.
• Affirmatively support the ROM, Service Managers, and Operations leadership with administrative tasks and reporting requirements.
• Affirmatively assist with PM prequalification requirements and vendor documentation.
• Affirmatively coordinate communication between technicians, customers, vendors, and internal departments.
• Affirmatively assist with creating reports related to PM completion, technician productivity, asset verification, and operational KPIs.
• Affirmatively prioritize multiple deadlines and operational requests in a fast-paced environment.
• Affirmatively assist with quality assurance and compliance, ensuring all required forms, photos, checklists, and closeout documents are submitted before work orders are finalized.
• Affirmatively verify technician notes, labor entries, and job completion documentation meet company standards.
• Affirmatively assist leadership in auditing PM documentation and technician compliance.
• Affirmatively help maintain operational consistency across all PM activities and customer accounts.
• Affirmatively support continuous improvement initiatives related to PM operations, scheduling, and reporting processes.
• Affirmatively ensure compliance with customer requirements, safety standards, and internal BGIS procedures.
• Affirmatively provide professional communication and follow-up with customers regarding PM scheduling, documentation, and service updates.
• Affirmatively communicate effectively with technicians and leadership regarding scheduling concerns, missing paperwork, and operational issues.
• Affirmatively escalate customer concerns or operational delays appropriately.
• Affirmatively maintain a professional appearance, communication style, and disposition when interacting with customers and team members.

Requirements

• A high school diploma or equivalent required; specialized business, administrative, or technical training preferred.
• A minimum of 2 years of experience supporting service operations, preventative maintenance programs, project coordination, dispatching, or administrative operations.
• An experience in commercial HVAC, construction, service operations, or facilities maintenance preferred.
• Strong organizational and documentation skills with the ability to multitask and manage competing priorities.
• Strong communication and interpersonal skills with emphasis on customer service.
• The ability to work independently while supporting a collaborative team environment.
• A strong attention to detail and ability to maintain accurate records and reporting.
• The ability to prioritize tasks and meet deadlines in a fast-paced operational environment.
• A proficient in Microsoft Office Suite including Outlook, Word, and Excel.
• An experience with Service Titan, Service Channel, or similar operational software preferred.
• The ability to learn customer portals, asset management systems, and operational platforms quickly.
• A professional and proactive approach to problem solving and communication.

Qualifications

• High School Diploma or equivalent required.
• Minimum of 2 years of experience supporting service operations, preventative maintenance programs, project coordination, dispatching, or administrative operations.
• Experience in commercial HVAC, construction, service operations, or facilities maintenance preferred.
• Strong organizational and documentation skills with the ability to multitask and manage competing priorities.
• Strong communication and interpersonal skills with emphasis on customer service.
• The ability to work independently while supporting a collaborative team environment.
• A strong attention to detail and ability to maintain accurate records and reporting.
• The ability to prioritize tasks and meet deadlines in a fast-paced operational environment.
• A proficient in Microsoft Office Suite including Outlook, Word, and Excel.
• An experience with Service Titan, Service Channel, or similar operational software preferred.
• The ability to learn customer portals, asset management systems, and operational platforms quickly.
• A professional and proactive approach to problem solving and communication.

Skills

• Organizational and documentation skills.
• Communication and interpersonal skills.
• Attention to detail.
• Ability to prioritize tasks and meet deadlines.
• Microsoft Office Suite proficiency.
• Service Titan, Service Channel, or similar operational software experience.
• Customer portals, asset management systems, and operational platforms learning ability.
• Problem-solving and communication skills.

Benefits

Competitive Hourly Rate: $24–$32/hour ($49,920 - $66,560 annually).

Paid Time Off: Start with 48 hours, increasing to 168 hours with tenure.

Paid Holidays: 7 per year (New Year’s Day, Memorial Day, Independence Day, Labor Day, Thanksgiving, Day after Thanksgiving, Christmas).

401(k) Match: 5% employer match to secure your financial future.

Company-Issued Tech: Cellphone and tablet provided.

Annual Boot Voucher: Stay equipped for the job.

Comprehensive Benefits: Health, life, and disability coverage.

Corporate Perks: Exclusive discounts through ADP.

Career Development: Access to technical training and growth opportunities.

Relocation Potential: Explore opportunities to advance within our global network.

Pay

Competitive Hourly Rate: $24–$32/hour ($49,920 - $66,560 annually).

Schedule

To perform this job successfully, an individual must be able to perform each essential job duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions.