Maintenance Coordinator

This position will report to Nash Plumbing and Mechanical, LLC, a subsidiary of HB Global.
Position Summary:
The Maintenance Coordinator is responsible for the planning, scheduling, coordination, and execution tracking of all Commercial HVAC and Plumbing Planned Maintenance Agreements. This role also reaches out (via email, phone, and customer visits) to new potential maintenance customers, performs site visits for maintenance setup and verification, and ensures accurate equipment and asset data is entered and maintained in BuildOps. The
Maintenance Coordinator ensures Planned Maintenance work is completed on time, within contract scope, billed accurately, and communicated clearly-supporting customer retention, technician productivity, and recurring service revenue.

Key Responsibilities:
1. Planned Maintenance Scheduling

• Create, manage, and maintain PM schedules for commercial HVAC and Plumbing
• Service Agreements
• Coordinate maintenance visits with customers, dispatch, and field leadership
• Balance PM workload to support technician efficiency and minimize emergency disruption
• Proactively reschedule missed, weather-impacted, or deferred PMs

2. HVAC & Plumbing Scope Management

• Understand each Service Agreement's HVAC and Plumbing scope (equipment, frequency, inspections)
• Ensure technicians are dispatched with correct scope, access details, and expectations
• Prevent over-servicing or missed scope items
• Flag deficiencies, equipment concerns, or increased service opportunities to the Operations Team

3. Customer Communication

• Serve as the primary point of contact for all Maintenance Customers
• Confirm schedules, gain site access approval, and provide visit reminders
• Communicate delays, changes, and completion status professionally
• Address maintenance-related service concerns before escalation

4. Field Coordination & Execution

• Work closely with Operations Team and Technicians to ensure maintenance work orders are accurate and ready prior to dispatch
• Ensure all Assets for Properties are entered in their entirety (photos, Model/Serial numbers, and Asset Types
• Support technicians with real-time coordination when access or scope issues arise
• Ensure completed maintenance reports are entered into Buildops
• Track completion and report back to Operations Team

5. Billing & Documentation Control

• Review completed PM work for accuracy before billing
• Confirm labor, materials, and pricing align with agreements
• Ensure all PM documentation is complete and stored properly in Buildops before billing
• Coordinate with service admin/accounting to protect PM revenue

6. Internal Reporting & Process Improvement

• Track PM completion rates, missed PMs, and reschedules
• Identify recurring customer, scope, or access issues
• Provide leadership visibility into PM workload and risk accounts
• Assist with maintenance process improvements and scalability

Preferred Qualifications:

• Commercial HVAC and/or Plumbing service experience (preferred)
• Strong scheduling, planning, and multitasking skills
• High attention to detail (contracts, scope, billing)
• Clear and professional customer communication skills
• Proficiency with dispatch software, CRM, and Microsoft Office
• Ability to manage high-volume, deadline-driven workflows

Work Environment:

• Office and field-based; frequent site visits to client locations.
• Occasional after-hours availability may be required for urgent client needs or project coordination.