Planned Maintenance Coordinator

Planned Maintenance (PM) Coordinator – Massachusetts

Joe Warren & Sons Company Inc.

Joe Warren & Sons Company Inc. (JWS), a leading provider of commercial refrigeration and food equipment services and sales throughout New England, seeks a PM Coordinator to support our growing PM division and to continue building on an exciting phase of growth. Established in 1991, JWS is a family-owned-operated business and headquartered in Norwood, MA and has branch offices in Brentwood, NH and Moosup, CT.

JWS has a long history of above-market growth driven by strong customer loyalty, a dedicated and thoughtful management team and an industry leading reputation for quality service.

Job Description

We are seeking a highly organized and proactive PM Coordinator to assist in the scheduling, administration and customer communication associated with our PM programs. This role is critical to ensuring maintenance visits are planned, completed, documented and billed accurately while providing an exceptional customer experience. This role reports directly to the Planned Maintenance Manager.

The ideal candidate thrives in a fast- paced environment, enjoys coordinating multiple priorities and takes ownership to ensure customers receive timely and consistent planned maintenance services.

Responsibilities PM Scheduling & Coordination

• Assist with scheduling and coordinating PM visits according to customer agreements and contract requirements
• Assist with maintaining PM schedules to ensure all recurring maintenance is performed on time
• Work closely with the Service Department to assign technicians and optimize scheduling
• Coordinate customer site access requirements and scheduling preferences

Customer Communication

• Serve as a primary point of contact for PM customers regarding upcoming maintenance visits
• Provide timely updates regarding schedule changes, service completion, and follow- up items
• Build strong customer relationships through proactive communication and responsiveness
• Address customer questions and route technical concerns to the appropriate team members

Contract & Program Administration

• Maintain accurate PM agreement records, equipment inventories, and service schedules
• Track contract renewal dates and support timely renewals
• Confirm that completed PM services meet contract scope and customer requirements
• Monitor PM completion rates and coordinate follow- up on overdue visits and outstanding work

Documentation & Billing Support

• Review completed PM work orders for accuracy and completeness
• Ensure technician reports, photos, and required documentation are collected and recorded
• Coordinate with billing staff to ensure completed PM visits are invoiced accurately and promptly
• Maintain accurate customer records and equipment service histories

Reporting & Process Improvement

• Prepare and maintain PM performance reports and customer maintenance schedules
• Identify scheduling conflicts, gaps in coverage, and operational inefficiencies
• Recommend improvements to scheduling, customer communication, and administrative workflows
• Support consistent processes and documentation across PM operations

Team Collaboration

• Serve as a liaison among customers, technicians, Service Managers, and administrative staff
• Keep team members informed of schedule changes, outstanding work, and customer requirements
• Support company initiatives that strengthen communication, accountability, and customer satisfaction
• Maintain a professional, collaborative, and solution- oriented approach

Qualifications

• Two or more years of experience in service coordination, scheduling, customer service, dispatching, or administrative support preferred
• Strong organizational skills and attention to detail
• Excellent verbal and written communication skills
• Ability to manage multiple priorities…