Preventive Maintenance Coordinator

At Powers, we specialize in helping our customers with any HVAC project or problem they have. We do this by providing the right equipment for the right application, setting it up to maximize both comfort and efficiency, making sure everything is operating the way it’s supposed to, and servicing all major HVAC equipment and controls. This is how we create Customers for Life!

Powers is seeking an organized, accountable, and operations-focused Preventive Maintenance Coordinator to lead its PM crew and coordinate the company wide preventive maintenance program. This position will work closely with Service Managers and Account Managers to prepare upcoming maintenance visits, confirm agreement scope and labor budgets, ensure materials and documentation are ready, and communicate results.

• Directly supervise, schedule, train, and support the preventive maintenance crew
• Coordinate upcoming maintenance visits with Service Managers and Account Managers
• Review service agreement scope, equipment information, maintenance phase, customer requirements, labor plan, and special instructions before work is assigned
• Maintain visibility of scheduled, completed, deferred, and overdue PM visits
• Coordinate PM crew support for annual maintenance while senior technicians perform most annual and advanced technical work
• Confirm that technicians receive the correct procedures, log sheets, materials, and job information before each visit
• Ensure completed maintenance logs, readings, photos, deficiencies, and reports are reviewed and provided to the responsible managers
• Report scheduling issues, missing information, customer concerns, incomplete documentation, and other exceptions promptly
• Work within the company service agreement software and Build Ops
• Update and maintain service agreement budget hours for each PM phase, including routine visits, seasonal maintenance, and annual PM work
• Compare actual labor and material usage with the service agreement budget
• Identify and report PM cost overruns to the responsible managers and Vice President of Mechanical Service
• Help determine whether overruns result from scope errors, equipment changes, access delays, material usage, crew mix, travel, or work performed outside the agreement
• Provide actual labor and material history to help managers review, renew, and reprice service agreements
• Learn to update and maintain equipment-specific maintenance procedures, field checklists, and operating log sheets
• Coordinate technical changes with Service Managers and qualified senior technicians before revised procedures are issued
• Maintain document control so PM personnel receive the current version of procedures and forms
• Review field documentation for completeness, accuracy, legibility, required readings, deficiency notes, and supporting photographs
• Create routine reports for PM completion, upcoming workload, budget variance, missing logs, and overdue work
• Create and maintain material lists for each service agreement location and PM phase
• Plan recurring requirements for filters, belts, chemicals, lubricants, cleaning supplies, drain-treatment materials, and other consumables
• Order materials in advance and coordinate staging, labeling, and delivery to the PM crew
• Track shortages, substitutions, unused materials, and recurring consumption
• Combine purchasing requirements across locations and negotiate bulk discounts with approved vendors
• Compare pricing, availability, lead times, and acceptable substitutions while following company purchasing practices
• Other duties as assigned

• Experience in preventive maintenance, HVAC or mechanical service, dispatch, field-service coordination, service agreements, or a related operational role
• Experience supervising field personnel or coordinating crews across multiple customer locations
• Working knowledge of commercial HVAC and mechanical maintenance operations
• Ability to read and apply service agreement scopes, equipment lists, maintenance procedures, and labor budgets
• Proficiency with Microsoft Word and Excel, including the ability to prepare procedures, budgets, material lists, trackers, and operational reports
• Ability to organize, edit, complete, combine, and distribute PDF documents
• Experience with Build Ops or similar field-service software is preferred
• Strong written communication, organization, planning, problem-solving, and follow-through
• Ability to coordinate effectively with managers, technicians, vendors, dispatch, and purchasing personnel
• Commitment to…