Preventative Maintenance Coordinator- Commercial HVAC Service

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