Preventative Maintenance Coordinator

The Preventative Maintenance Coordinator is responsible for coordinating and managing preventative maintenance agreements (PMAs) for HVAC mechanical customers across assigned markets. This role serves as the primary point of contact for PMA coordination, customer communication, scheduling oversight, and renewal support while partnering closely with Account Managers, Dispatch, Service Operations, CSRs, and local field teams. This is an individual contributor role focused on delivering a high level of customer service, ensuring contracted maintenance obligations are fulfilled, and supporting operational efficiency across service markets.

• →Attend turnover meetings for newly awarded preventative maintenance agreements and ensure successful PMA setup.
• →Review contracted maintenance hours monthly and coordinate scheduling with local markets to ensure contract compliance and workload alignment.
• →Partner with Dispatch and local service teams to schedule technicians for preventative maintenance visits.
• →Confirm all required tools, materials, and parts are identified and coordinated with local CSR teams to support proper dispatching and job readiness.
• →Communicate regularly with customers to ensure preventative maintenance expectations and service needs are being met.
• →Partner closely with Account Managers to support customer satisfaction, relationship management, and service continuity.
• →Maintain accurate turnover documentation and communicate all PMA details to internal stakeholders.
• →Coordinate with customers and internal teams regarding PMA renewals and continuation of service agreements.
• →Work collaboratively with Service Operations to ensure required parts are ordered and available for scheduled maintenance visits.
• →Monitor PMA completion status and follow up on outstanding service items, deficiencies, or customer concerns.
• →Support continuous improvement efforts related to preventative maintenance scheduling, communication, and operational execution.
• →Maintain accurate records, scheduling data, and customer communications within company systems.
• →Complete required testing documentation and provide reports to customers.

• High school diploma or equivalent required; associate degree or technical training preferred.
• Experience in HVAC mechanical service, preventative maintenance coordination, dispatching, or service operations preferred.
• Strong understanding of preventative maintenance agreements and service scheduling processes.
• Ability to coordinate multiple projects, schedules, and priorities across various markets.
• Strong customer service and relationship management skills.
• Effective communication and organizational skills.
• Ability to work cross-functionally with account Managers, dispatch, service Teams, and operations leadership.
• Proficient in Microsoft Office and service management software platforms.
• Knowledge of HVAC systems, service workflows, and field operations preferred.
• Knowledge of COINS ERP systems preferred.

• Customer Focus
• Communication
• Organization & Planning
• Problem Solving
• Collaboration
• Accountability
• Time Management
• Operational Coordination

• Primarily office-based with frequent interaction with field operations teams and customers.
• May require occasional travel to local markets, customer sites, or turnover meetings.
• Fast-paced environment requires strong attention to detail and coordination across multiple stakeholders.

Disclaimer: The above statements are intended to describe the general nature and level of work being performed by persons assigned to this job.  These statements are not to be translated as an exhaustive list of all responsibilities, duties, and skills required of personnel in this position.  All team members may be required to perform duties outside of their normal responsibilities from time to time as needed.