Preventive Maintenance Coordinator - Powers - Central Arkansas

Powers; North Little Rock (AR); On-site; USD 65,000 - 90,000; Full time

Job summary

Powers is seeking an organized Preventive Maintenance Coordinator to lead the PM crew and coordinate the companywide preventive maintenance program. You will work closely with Service Managers and Account Managers to prepare visits, confirm scope and labor budgets, ensure materials and documentation are ready, and communicate results.

The role emphasizes strong coordination, safety, and continuous improvement across multiple customer locations, with focus on maintenance procedures and reporting.

Qualifications

• Experience in preventive maintenance, HVAC, dispatch, or related operations.
• Experience supervising field personnel across multiple locations.
• Strong knowledge of commercial HVAC maintenance operations.
• Ability to read service agreement scopes, equipment lists, and labor budgets.
• Proficiency with Word and Excel for procedures, budgets, and reports.
• Ability to organize PDF documents and deliverables.
• Familiarity with field-service software (BuildOps preferred).
• Excellent written communication, organization, and problem solving.
• EPA Universal Certification and safety focus.

Responsibilities

• Directly supervise, schedule, train, and support the preventive maintenance crew.
• Coordinate upcoming maintenance visits with Service Managers and Account Managers.
• Review service agreement scope and labor budgets before work is assigned.
• Maintain visibility of scheduled, completed, deferred, and overdue PM visits.
• Coordinate PM crew support for annual maintenance with senior techs.
• Ensure technicians have procedures, log sheets, and job info before visits.
• Review maintenance logs, readings, and photos for managers.
• Report scheduling issues and documentation gaps promptly.
• Work within service agreement software and BuildOps.
• Update budget hours for PM phases and compare to actual usage.
• Identify PM cost overruns and analyze causes with managers.
• Provide labor/material history to aid renewal/repricing.
• Maintain equipment procedures, checklists, and logs.
• Coordinate technical changes with Service Managers and seniors.
• Maintain document control and current versioning of forms.
• Create routine PM completion and workload reports and budgets.
• Plan recurring consumables and order materials in advance.
• Track shortages, substitutions, and bulk purchasing opportunities.
• Merge purchases across locations and negotiate discounts.
• Verify pricing, lead times, and substitutions per policy.
• Perform other duties as assigned.

Skills

Preventive maintenance coordination

Supervising field personnel

HVAC maintenance operations

Read and apply service agreements

Microsoft Word & Excel

PDF document handling

BuildOps or field-service software

Safety & documentation quality

EPA Universal Certification

Tools

BuildOps

Job description

At Powers, we specialize in helping our customers with any HVAC project or problem they have. We do this by providing the right equipment for the right application, setting it up to maximize both comfort and efficiency, making sure everything is operating the way it’s supposed to, and servicing all major HVAC equipment and controls. This is how we create Customers for Life!

Powers is seeking an organized, accountable, and operations-focused Preventive Maintenance Coordinator to lead its PM crew and coordinate the companywide preventive maintenance program. This position will work closely with Service Managers and Account Managers to prepare upcoming maintenance visits, confirm agreement scope and labor budgets, ensure materials and documentation are ready, and communicate results.

Duties and Responsibilities

• Directly supervise, schedule, train, and support the preventive maintenance crew
• Coordinate upcoming maintenance visits with Service Managers and Account Managers
• Review service agreement scope, equipment information, maintenance phase, customer requirements, labor plan, and special instructions before work is assigned
• Maintain visibility of scheduled, completed, deferred, and overdue PM visits
• Coordinate PM crew support for annual maintenance while senior technicians perform most annual and advanced technical work
• Confirm that technicians receive the correct procedures, log sheets, materials, and job information before each visit
• Ensure completed maintenance logs, readings, photos, deficiencies, and reports are reviewed and provided to the responsible managers
• Report scheduling issues, missing information, customer concerns, incomplete documentation, and other exceptions promptly
• Work within the company service agreement software and BuildOps
• Update and maintain service agreement budget hours for each PM phase, including routine visits, seasonal maintenance, and annual PM work
• Compare actual labor and material usage with the service agreement budget
• Identify and report PM cost overruns to the responsible managers and Vice President of Mechanical Service
• Help determine whether overruns result from scope errors, equipment changes, access delays, material usage, crew mix, travel, or work performed outside the agreement
• Provide actual labor and material history to help managers review, renew, and reprice service agreements
• Learn to update and maintain equipment-specific maintenance procedures, field checklists, and operating log sheets
• Coordinate technical changes with Service Managers and qualified senior technicians before revised procedures are issued
• Maintain document control so PM personnel receive the current version of procedures and forms
• Review field documentation for completeness, accuracy, legibility, required readings, deficiency notes, and supporting photographs
• Create routine reports for PM completion, upcoming workload, budget variance, missing logs, and overdue work
• Create and maintain material lists for each service agreement location and PM phase
• Plan recurring requirements for filters, belts, chemicals, lubricants, cleaning supplies, drain-treatment materials, and other consumables
• Order materials in advance and coordinate staging, labeling, and delivery to the PM crew
• Track shortages, substitutions, unused materials, and recurring consumption
• Combine purchasing requirements across locations and negotiate bulk discounts with approved vendors
• Compare pricing, availability, lead times, and acceptable substitutions while following company purchasing practices
• Other duties as assigned

Qualifications and Skills

• Experience in preventive maintenance, HVAC or mechanical service, dispatch, field-service coordination, service agreements, or a related operational role
• Experience supervising field personnel or coordinating crews across multiple customer locations
• Working knowledge of commercial HVAC and mechanical maintenance operations
• Ability to read and apply service agreement scopes, equipment lists, maintenance procedures, and labor budgets
• Proficiency with Microsoft Word and Excel, including the ability to prepare procedures, budgets, material lists, trackers, and operational reports
• Ability to organize, edit, complete, combine, and distribute PDF documents
• Experience with BuildOps or similar field-service software is preferred
• Strong written communication, organization, planning, problem-solving, and follow-through
• Ability to coordinate effectively with managers, technicians, vendors, dispatch, and purchasing personnel
• Commitment to safety, documentation quality, customer service, and continuous improvement
• Safety Aware
• EPA Universal Certification

Physical Demands

• Able to lift and carry 10-50 lbs. and up to 100 lbs. with assistance, sit, stand, walk, climb stairs, reach, repetitive hand motions, hear, speak, may experience prolonged and irregular hours, and work with frequent interruptions.
• Must be able to pass a background check, drug screening and have a clean driving record.

This is a Safety Sensitive position.

Powers requires pre-employment background checks and drug screenings.

Powers provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, or any other characteristic protected by federal, state, or local laws.