Preventative Maintenance Coordinator- Commercial HVAC Service

Job Description

BGIS ITS is currently seeking a Preventative Maintenance Coordinator - Commercial HVAC Service to join the team in Hudson, FL (Remote) and surrounding areas.

Job Summary

The Preventative Maintenance Coordinator supports the Director of Commercial Service and field operations team by coordinating preventative maintenance (PM) activities, organizing project and maintenance documentation, scheduling PM work, and ensuring all required operational processes are completed accurately and on time.

BGIS is that Company

At BGIS ITS, we're committed to empowering our team of over 500 U.S.-based technicians (and 7,000 globally) with unparalleled training, support, and opportunities. Since joining the BGIS group in 2022, we've been redefining excellence in integrated facility management, focusing on professionalism, care, and career development to deliver exceptional customer experiences.

What We Offer Compensation & Benefits

• Competitive Hourly Rate: $24-$32/hour ($49,920 - $66,560 annually).
• Paid Time Off: Start with 48 hours, increasing to 168 hours with tenure.
• Paid Holidays: 7 per year (New Year's Day, Memorial Day, Independence Day, Labor Day, Thanksgiving, Day after Thanksgiving, Christmas).
• 401(k) Match: 5% employer match to secure your financial future.

Additional Perks

• Company-Issued Tech: Cellphone and tablet provided.
• Annual Boot Voucher: Stay equipped for the job.
• Comprehensive Benefits: Health, life, and disability coverage.
• Corporate Perks: Exclusive discounts through ADP.
• Career Development: Access to technical training and growth opportunities.
• Relocation Potential: Explore opportunities to advance within our global network.

About the Role:

This role is responsible for maintaining PM schedules, verifying asset information, ensuring required forms and documentation are submitted, assisting with technician workflow management, and supporting project and service operations through administrative coordination and communication.

The PM Coordinator works closely with technicians, dispatch, service managers, customers, vendors, and internal leadership to ensure preventative maintenance work is completed efficiently, accurately, and in alignment with BGIS operational standards and customer expectations. The PM Coordinator leads through organization, communication, accountability, and professionalism while exemplifying BGIS values.

Key Duties & Responsibilities

Preventative Maintenance Coordination

• Assist it scheduling preventative maintenance (PM) work orders with technicians, customers, and dispatch teams.
• Coordinate PM schedules to ensure customer due dates and contractual obligations are met.
• Monitor open PM work orders and follow up to ensure timely completion.
• Assist with balancing technician schedules and workload planning.
• Ensure technicians are properly checked in and checked out of jobs within Service Titan and other operational platforms.
• Review PM completion status daily and escalate concerns or delays to leadership.
• Assist with scheduling return visits and deficiency work identified during PM inspections.

Asset Verification & Documentation

• Verify customer asset information including equipment type, serial numbers, model numbers, locations, and naming conventions.
• Maintain accurate customer asset databases and update systems as needed.
• Ensure all required PM forms, inspection reports, startup sheets, and customer documentation are properly completed and submitted.
• Review submitted paperwork for accuracy, completeness, and compliance with BGIS standards prior to final submission.
• Assist with maintaining digital and physical project and maintenance files.

Administrative & Operational Support

• Support the ROM, Service Managers, and Operations leadership with administrative tasks and reporting requirements.
• Assist with PM prequalification requirements and vendor documentation.
• Coordinate communication between technicians, customers, vendors, and internal departments.
• Assist with creating reports related to PM completion, technician productivity, asset verification, and operational KPIs.
• Prioritize multiple deadlines and operational requests in a fast-paced environment.

Quality Assurance & Compliance

• Ensure all required forms, photos, checklists, and closeout documents are submitted before work orders are finalized.
• Verify technician notes, labor entries, and job completion documentation meet company standards.
• Assist leadership in auditing PM documentation and technician compliance.
• Help maintain operational consistency across all PM activities and customer accounts.
• Support continuous improvement initiatives related to PM operations, scheduling, and reporting processes.
• Ensure compliance with customer requirements, safety standards, and internal BGIS procedures.

Communication & Customer Support

• Provide professional communication and follow-up with customers regarding PM scheduling, documentation, and service updates.
• Communicate effectively with technicians and leadership regarding scheduling concerns, missing paperwork, and operational issues.
• Escalate customer concerns or operational delays appropriately.
• Maintain a professional appearance, communication style, and disposition when interacting with customers and team members.

Knowledge & Skills

• High School Diploma or equivalent required; specialized business, administrative, or technical training preferred.
• Minimum of 2 years of experience supporting service operations, preventative maintenance programs, project coordination, dispatching, or administrative operations.
• Experience in commercial HVAC, construction, service operations, or facilities maintenance preferred.
• Strong organizational and documentation skills with the ability to multitask and manage competing priorities.
• Strong communication and interpersonal skills with emphasis on customer service.
• Ability to work independently while supporting a collaborative team environment.
• Strong attention to detail and ability to maintain accurate records and reporting.
• Ability to prioritize tasks and meet deadlines in a fast-paced operational environment.
• Proficient in Microsoft Office Suite including Outlook, Word, and Excel.
• Experience with Service Titan, Service Channel, or similar operational software preferred.
• Ability to learn customer portals, asset management systems, and operational platforms quickly.
• Professional and proactive approach to problem solving and communication.

Physical Demands & Work Environment

• To perform this job successfully, an individual must be able to perform each essential job duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions, absent undue hardship.
• Cognitive skills required to work in a fast-paced customer-focused environment including the ability to maintain focus, communicate clearly, respond quickly to requests, follow established processes, and complete tasks within required timeframes.
• Ability to sit, stand, walk, and utilize office equipment for extended periods of time.

Our company culture includes a robust mix of sound business practices and employee initiatives that promote personal and professional development, work/life balance, health and wellness and community involvement.

The Company is an equal opportunity employer. We believe every employee has the right to work in surroundings that are free from all forms of unlawful discrimination. We are committed to providing equal employment opportunity to all employees and applicants without regard to race, color, religion, gender, national origin, age, disability, ancestry, creed, marital status, sexual orientation, or Veteran or military status, genetic information or any other basis prohibited by local, state or federal law in the relevant jurisdiction. This policy applies to all terms and conditions of employment including, but not limited to employment, advancement, assignment and training.

BGIS is committed to strengthening our diversity through recruiting and retaining minority and women professionals from all backgrounds. Our commitment is consistent with our recognition that it is the outstanding people within BGIS who the source of our strength has always been. We recognize that promoting diversity is an integral component of our continuing quest for organizational excellence.

This commitment to Equal Employment Opportunity is made equally as a social responsibility and as an economic and business necessity.

Anyone with questions or concerns regarding Equal Employment Opportunity should contact their direct supervisor or the Human Resources Department without fear of retaliation of any kind.

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