The HVAC Preventative Maintenance Coordinator is responsible for planning, scheduling, and overseeing the routine maintenance and inspections of HVAC systems in commercial and industrial settings. The coordinator will work closely with technicians, contractors, and building management to ensure timely and effective maintenance services.
ESSENTIAL FUNCTIONS AND BASIC DUTIES:
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- Develop and implement a comprehensive preventative maintenance (PM) program for HVAC systems, including equipment inspections, cleaning, and necessary repairs
- Set up new Preventive Maintenances in software system including inspection schedules
- Schedule and coordinate routine PM visits with the customer for HVAC technicians to ensure timely execution and minimal system downtime
- Review and update maintenance schedules based on system performance data and manufacturer recommendations
- Maintain accurate records of all maintenance activities, including service logs, inspection reports, and equipment history
- Prepare and submit maintenance reports to building management and stakeholders, highlighting upcoming service needs, performance issues, and recommendations for improvements
- Coordinate with third-party contractors for specialized HVAC services that cannot be performed in-house
- Oversee contractor performance, ensuring quality of work and adherence to timelines and budgets
- Review service contracts with customers and service technicians
- Serve as a point of contact for HVAC technicians and staff regarding PM scheduling, issues, and troubleshooting
- Serve as support and back up for the HVAC Dispatcher
- Ensure that all team members have the necessary tools, equipment, and materials to perform scheduled maintenance efficiently
- Monitor inventory of HVAC parts, tools, and supplies, ensuring that necessary components are available for scheduled maintenance and emergency repairs
- Coordinate with procurement to order replacement parts as needed and manage stock levels to avoid shortages
- Initiate monthly billings and send to customers
- Maintain strong communication with clients, property managers, or internal stakeholders regarding maintenance schedules, service progress, and follow-up actions
PERFORMANCE MEASUREMENTS:
- Is up to date on where the months PM’s performance is
- Customers are aware when the technician is scheduled
- Invoices are accurate and processed timely
- Develop a good relationship with the customers
- Communicate with Service Director monthly profit and loss statements
REQUIRED KNOWLEDGE AND EXPERIENCE:
- High school diploma or equivalent
- Minimum of 3-5 years of experience in HVAC maintenance, with at least 1-2 years in a coordinator role.
- Knowledge of HVAC systems, components, and maintenance procedures.
- Familiarity with preventative maintenance software and CMMS (Computerized Maintenance Management Systems).
- Strong organizational and time-management skills with the ability to prioritize tasks and manage multiple schedules.
- Excellent communication and interpersonal skills for effective coordination with vendors, contractors, and internal teams.
SKILLS/ABILITIES:
- Excellent Customer Service skills
- Strong interpersonal skills, especially listening
- Able to work in database/spreadsheets/software
- Ability to communicate effectively
- Ability to multi-task
- Able to meet deadlines
- Ability to work independently or with a group
