Preventive Maintenance Specialist

Description

Job Overview:

Responsible for the end-to-end ownership of large-scale preventive maintenance (PM) programs and site survey work orders across a defined client portfolio and region(s). This role serves as the single point of accountability for planning, dispatching, and closing out high-volume PM work — including power washing, deep fryer PMs, HVAC PMs, and other recurring or multi-site maintenance programs — as well as site surveys used to scope, validate, and support new or expanded service programs.

Acting as the central coordinator between clients, vendors, and internal teams, this person ensures PM programs and surveys are executed on schedule, within budget, and in alignment with company KPIs and client SLAs. The role blends operational discipline, vendor management expertise, client relationship ownership, financial accountability, and reporting, applied specifically to the planning and execution of preventive maintenance and site survey work at scale.

This position operates in a fast-paced, high-volume environment and requires strong coordination skills, vendor sourcing and negotiation ability, and clear communication with clients and internal team members across multiple platforms and portals.

Directly Reports To: Service Manager and Account manager 

Requirements

Job Responsibilities:

Preventive Maintenance Manager

• Own and manage the full lifecycle of large-scale PM work orders — including power washing, deep fryer PMs, HVAC PMs, and similar recurring programs — from scheduling through completion and invoice readiness

• Build and maintain PM schedules across a multi-site client portfolio, ensuring recurring services are planned and dispatched ahead of due dates

• Review scopes of work (SOW) for accuracy, completeness, and alignment with client program requirements and equipment/asset specifications

• Ensure timely dispatch, status updates, and closure of PM work orders in accordance with SLA and contractual requirements

• Identify and escalate stalled, delayed, or at-risk PM work orders and drive resolution to completion

• Participate in the rotational on call schedule as required

Site Survey Management

• Coordinate and manage site survey work orders used to scope new locations, validate equipment/asset conditions, and support new program rollouts or renewals

• Ensure survey data (photos, measurements, equipment lists, condition notes) is collected completely and accurately by vendors or field resources

• Review completed surveys for quality and completeness before submission to clients or use in program/scope development

Vendor Management & Sourcing

• Coordinate with approved vendors to source, schedule, and complete large-scale PM and site survey work across multiple trades and locations

• Negotiate pricing on PM and survey work to ensure cost competitiveness while maintaining quality and compliance standards

• Evaluate vendor performance on PM programs and site surveys, providing feedback to Procurement and Vendor Relations teams

Client & Portal Communication

• Serve as a consistent point of contact for account managers on PM program status, survey progress, and schedule adherence

• Provide timely status updates, completion timelines, and documentation through client portals and internal systems

• Ensure all client portals and CMMS/FMS platforms are updated accurately and in real time for PM and survey work orders

• Address client escalations related to PM programs or surveys with urgency, ownership, and clear communications to the account manager

• Enter all daily documentation and updates into Client portal per client requirements

Project Coordination

• Manage multi-site and multi-day PM rollouts and site survey initiatives as coordinated programs rather than one-off tickets

• Coordinate between trades, vendors, and internal teams to ensure seamless execution of PM programs and surveys

• Validate completion quality through documentation, photos, and scope verification before closing work orders

• Support RFP and renewal processes by supplying PM program data, survey findings, and historical performance

• Any additional tasks set by the Service Manager or Director of Service as required

Financial Oversight

• Review and validate vendor quotes for PM and survey work for accuracy and scope alignment

• Ensure PM programs and surveys are executed within approved budgets, NTE thresholds, or properly escalated when exceeded

• Manage account-level cost controls and identify savings opportunities across recurring PM programs without compromising quality

• Support pricing structure and markup review for PM/survey scopes in partnership with Account Management and Finance

Process & Performance Improvement

• Adhere to internal SOPs and contribute to continuous improvement of PM scheduling and survey processes

• Support a KPI-driven culture by maintaining accurate data and reporting on PM program and survey performance

• Collaborate with leadership on workflow improvements and efficiency gains across PM programs

• Track PM cycle performance and identify improvement opportunities

Escalation Management

• Act as the point of escalation for high-priority PM program or site survey issues within the assigned portfolio

• Lead root cause analysis on missed PMs, failed inspections, or incomplete surveys, and implement corrective actions

• Maintain accountability for resolution timelines and clear communication with management

Key Performance Indicators (KPI's):

Operational Performance

• PM Work Order Completion Time (vs. SLA / scheduled due date)

• PM Compliance Rate (% of scheduled PMs completed on time)

• Onsite Arrival Rate

• Aging / Overdue PM Work Orders

• Budget Adherence Report

Required Meetings:

• Annual State of the Company

• Quarterly Company Town Hall

• Weekly Account/Portfolio Review Meeting

• Daily Hub Meeting

• Client-Requested Program or Survey Review Meetings

Candidate Qualifications:

• 2–5+ years of experience in facilities maintenance, preventive maintenance program management, service coordination, or a related field

• Experience managing high-volume PM programs (e.g., power washing, kitchen equipment/deep fryer PMs, HVAC PMs) across multiple sites preferred

• Background in vendor management, dispatching, site surveys, or project coordination strongly preferred

• Working knowledge of building trades and PM-related equipment, including HVAC, kitchen equipment, and exterior/facility upkeep

• Familiarity with CMMS/FMS systems, ticketing platforms, and client portals (e.g., Service Channel, EcoTraks, Corrigo, or similar)

• Ability to review scopes of work, survey data, and vendor estimates for accuracy

• Strong organizational and time management skills in a high-volume, multi-site environment

• Excellent written and verbal communication skills 

• Negotiation and cost management capabilities

• Problem-solving mindset with the ability to make quick, informed decisions

• High attention to detail and process adherence

• Ability to manage multiple priorities simultaneously

• Proficient with Microsoft Office Suite and strong general technical/computer skills