Preventative Maintenance Coordinator

brooklinema; Brookline (MA); On-site; USD 41,328 - 44,083; Full time

Benefits offered by this job

Vacation & sick time

Public holidays

Personal days

Health benefits

Retirement benefits

Job summary

Town of Brookline in Brookline, MA seeks a highly organized Preventative Maintenance Coordinator to support the Building Department's Capital and Operations Division. Primary duties include maintaining the Work Order system, processing invoices and bids, and assisting with building operations.

The role offers an hourly rate of $30.06–$31.33, with vacation and sick time, holidays, personal days, and solid health and retirement benefits. Office-based, occasional fieldwork may occur.

Qualifications

• High school diploma with related coursework in business, administration, or finance, or an equivalent combination of education and experience.
• 3–5 years of office experience in a fast-paced environment.
• Strong organizational, communication, and customer service skills.
• Ability to manage multiple tasks and work independently with attention to detail.
• Familiarity with office software (word processing, spreadsheets, databases).
• Experience with facilities/building maintenance preferred.
• Ability to maintain confidentiality and exercise sound judgment.

Responsibilities

• Preventative Maintenance Coordination: Serve as the primary point of contact for the department’s Work Order system. Enter and update preventive and routine maintenance requests, assign work orders, track progress and completion, and maintain records of tradesperson time and task logs.
• Scheduling and Dispatch: Coordinate and schedule maintenance staff. Maintain recurring maintenance calendars and ensure timely execution of work across all public facilities.
• Project and Bid Support: Assist with the preparation, distribution, and tracking of service contracts and bid documents, and maintain records for annual contracts and service agreements.
• Administrative and Office Support: Support the Deputy Directors with daily office operations including scheduling, correspondence, document preparation, filing, and record keeping. Assist with the preparation of Building Commission documents such as contracts, change orders, and meeting materials.
• Financial and Reporting Duties: Prepare and maintain financial documents such as invoices, purchase orders, requisitions, and budget transfers. Assist with data collection, reporting, and tracking expenditures for departmental projects.
• General Duties: Perform similar or related work as required or assigned to support the efficient functioning of the Building Department.

Skills

Organizational

Communication

Customer service

Multitasking

Attention to detail

Confidentiality

Independent work

Education

High school diploma with relevant coursework in business, administration, or finance

Tools

Office software

Job description

Join Our Team as a Preventative Maintenance Coordinator

Are you highly organized, detail-oriented, and skilled in supporting complex administrative operations? The Town of Brookline's Building Department is seeking a motivated Preventative Maintenance Coordinator to support the Capital and Operations Division. This role plays a central part in coordinating preventative maintenance efforts across town and school facilities while also providing administrative and financial support.

As the Preventative Maintenance Coordinator, your primary responsibility will be to maintain and monitor the department’s Work Order system — entering, tracking, and updating preventive and routine maintenance requests, and ensuring timely completion of work. You’ll also assist the Deputy Directors with a wide range of administrative tasks, from document preparation and scheduling to processing invoices, bids, and supporting ongoing building operations.

Why Join Us?

As part of the Building Department’s team, you'll have the opportunity to support the vital operations of our public building division. We offer a competitive hourly rate ranging from $30.06 - $31.33. This position includes vacation and sick time, public holidays, personal days, and excellent health and retirement benefits. You'll gain valuable experience in building maintenance practices and procedures, working alongside dedicated professionals committed to public service.

Key Responsibilities:

• Preventative Maintenance Coordination: Serve as the primary point of contact for the department’s Work Order system. Enter and update preventative and routine maintenance requests, assign work orders, track progress and completion, and maintain records of tradesperson time and task logs.
• Scheduling and Dispatch: Coordinate and schedule maintenance staff. Maintain recurring maintenance calendars and ensure timely execution of work across all public facilities.
• Project and Bid Support: Assist with the preparation, distribution, and tracking of service contracts and bid documents, and maintain records for annual contracts and service agreements.
• Administrative and Office Support: Support the Deputy Directors with daily office operations including scheduling, correspondence, document preparation, filing, and record keeping. Assist with the preparation of Building Commission documents such as contracts, change orders, and meeting materials.
• Financial and Reporting Duties: Prepare and maintain financial documents such as invoices, purchase orders, requisitions, and budget transfers. Assist with data collection, reporting, and tracking expenditures for departmental projects.
• General Duties: Perform similar or related work as required or assigned to support the efficient functioning of the Building Department.

Qualifications:

Education & Experience:

High school diploma plus relevant coursework in business, administration, or finance, or an equivalent combination of education and experience; 3–5 years of office experience in a fast-paced environment.

Knowledge & Skills:

• Strong organizational, communication, and customer service skills
• Ability to manage multiple tasks and work independently with attention to detail
• Familiarity with office software (word processing, spreadsheets, databases)
• Experience with facilities/building maintenance practices preferred
• Ability to maintain confidentiality and exercise sound judgment

Work Environment:

• Primarily office-based with occasional fieldwork
• Interacts regularly with staff, vendors, the public, and other departments
• Attendance required at monthly Building Commission meetings
• Uses standard office equipment and computer systems

Apply Now: If you’re ready to take on a key role in supporting our preventative maintenance operations and administrative functions, please submit your resume and cover letter today. Position open until filled.

The Town of Brookline is an equal opportunity employer and dedicated to maintaining a diverse workforce.