Preventative Maintenance Coordinator- Commercial HVAC Service

Preventative Maintenance Coordinator
- Commercial HVAC Service

BGIS ITS is currently seeking a Preventative Maintenance Coordinator
- Commercial HVAC Service to join the team in Hudson, FL (Remote) and surrounding areas.

The Preventative Maintenance Coordinator supports the Director of Commercial Service and field operations team by coordinating preventative maintenance (PM) activities, organizing project and maintenance documentation, scheduling PM work, and ensuring all required operational processes are completed accurately and on time.

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.

The PM Coordinator works closely with technicians, dispatch, service managers, customers, vendors, and internal leadership to ensure preventative maintenance work is completed efficiently, accurately, and in alignment with BGIS operational standards and customer expectations. The PM Coordinator leads through organization, communication, accountability, and professionalism while exemplifying BGIS values.

Key duties and responsibilities include:

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

Knowledge and skills required include:

• High School Diploma or equivalent required; specialized business, administrative, or technical training preferred.
• 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.
• Ability to work independently while supporting a collaborative team environment.
• Strong attention to detail and ability to maintain accurate records and reporting.
• Ability to prioritize tasks and meet deadlines in a fast-paced operational environment.
• Proficient in Microsoft Office Suite including Outlook, Word, and Excel.
• Experience with Service Titan, Service Channel, or similar operational software preferred.
• Ability to learn customer portals, asset management systems, and operational…