Preventive Maintenance Program Coordinator

The Preventive Maintenance Program Coordinator is responsible for supporting the company's HVAC maintenance agreement programs from both an administrative and field operations perspective. This role helps ensure customer assets, maintenance schedules, service records, and agreement details are accurately maintained within company software systems while also supporting field verification and asset documentation at customer sites.

The ideal candidate is organized, detail-oriented, comfortable with technology and software systems, and capable of communicating professionally with customers and internal teams. This position combines office-based administrative responsibilities with regular visits to customer facilities, mechanical rooms, rooftops, and other service areas. Candidates should be comfortable working in both office and field environments, including walking job sites, climbing ladders occasionally, and accessing HVAC equipment in varying indoor and outdoor conditions.

Requirements

Maintenance Agreement Administration

• Manage HVAC preventive maintenance agreements and related customer records
• Maintain accurate equipment, asset, and service information within company software systems
• Coordinate maintenance scheduling and agreement renewals
• Review service records and ensure maintenance tasks are completed and documented properly
• Assist in identifying missing or inaccurate customer asset information
• Support reporting and tracking of maintenance agreement performance

Field & Customer Site Responsibilities

• Visit customer sites to inventory HVAC equipment and verify asset information
• Document equipment details including model numbers, serial numbers, locations, and condition
• Identify maintenance needs, deficiencies, or recommended updates
• Assist with gathering information needed for maintenance proposals and renewals
• Communicate professionally with customers while onsite

Operational Support

• Work closely with service managers, dispatch, technicians, and sales staff
• Help improve consistency and accuracy of maintenance agreement processes
• Support implementation and optimization of service software workflows
• Assist with special projects related to maintenance operations and asset management

Qualifications

• Strong organizational and administrative skills
• Comfortable learning and using software systems and mobile applications
• Attention to detail and ability to maintain accurate records
• Strong written and verbal communication skills
• Ability to work independently and manage multiple priorities
• Basic understanding of HVAC systems preferred, but not required
• Experience in service operations, facilities management, dispatching, or construction/service industries is a plus
• Valid driver's license and ability to travel to customer locations

Physical Requirements

• Ability to walk customer facilities and mechanical rooms
• Ability to occasionally climb ladders or access rooftop equipment areas
• Ability to lift up to 25 pounds occasionally

Work Environment

This position combines office-based administrative work with periodic field visits to customer facilities. Local travel to customer sites is expected.

Anticipated Salary Range and Employee Benefits

• $26-$29 per hour, depending on level of experience
• Car allowance for business use of personal vehicle
• Wide range of employee benefits including health, dental, vision, life, and disability insurance, 401(k), flexible spending accounts, and paid time off

About ENTEC

ENTEC Services, Inc. fields a best-in-class team of engineers, mechanical service technicians, building automation experts, and sales and administrative professionals whose unique interaction and collaboration get to the root cause of the issues building owners face.

ENTEC provides an unmatched level of accountability and expertise in troubleshooting, problem-solving, verifiable preventive maintenance, and energy services. Our passion for serving clients is driven by the core values of Own It, Serve Others, Choose Great, and Build Connections that govern our decisions.

Salary Description

$26 - $29 per hour