Planned Maintenance Coordinator

United States·Norwoodmid

Maintenance CoordinatorConstruction & Real Estate

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Overview

Planned Maintenance (PM) Coordinator – MassachusettsJoe Warren & Sons Company Inc.Joe Warren & Sons Company Inc. (JWS),

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Maintenance CoordinatorConstruction & Real Estate

Planned Maintenance (PM) Coordinator – Massachusetts

Joe Warren & Sons Company Inc.
Joe Warren & Sons Company Inc. (JWS), a leading provider of commercial refrigeration and food equipment services and sales throughout New England, seeks a PM Coordinator to support our growing PM division and to continue building on an exciting phase of growth. Established in 1991, JWS is a family-owned-operated business and headquartered in Norwood, MA and has branch offices in Brentwood, NH and Moosup, CT. JWS has a long history of above-market growth driven by strong customer loyalty, a dedicated and thoughtful management team and an industry leading reputation for quality service.

Job Description
We are seeking a highly organized and proactive PM Coordinator to assist in the scheduling, administration and customer communication associated with our PM programs. This role is critical to ensuring maintenance visits are planned, completed, documented and billed accurately while providing an exceptional customer experience. This role reports directly to the Planned Maintenance Manager.
The ideal candidate thrives in a fast-paced environment, enjoys coordinating multiple priorities and takes ownership to ensure customers receive timely and consistent planned maintenance services.
Responsibilities
PM Scheduling & Coordination

Assist with scheduling and coordinating PM visits according to customer agreements and contract requirements
Assist with maintaining PM schedules to ensure all recurring maintenance is performed on time
Work closely with the Service Department to assign technicians and optimize scheduling
Coordinate customer site access requirements and scheduling preferences

Customer Communication

Serve as a primary point of contact for PM customers regarding upcoming maintenance visits
Provide timely updates regarding schedule changes, service completion, and follow-up items
Build strong customer relationships through proactive communication and responsiveness
Address customer questions and route technical concerns to the appropriate team members

Contract & Program Administration

Maintain accurate PM agreement records, equipment inventories, and service schedules
Track contract renewal dates and support timely renewals
Confirm that completed PM services meet contract scope and customer requirements
Monitor PM completion rates and coordinate follow-up on overdue visits and outstanding work

Documentation & Billing Support

Review completed PM work orders for accuracy and completeness
Ensure technician reports, photos, and required documentation are collected and recorded
Coordinate with billing staff to ensure completed PM visits are invoiced accurately and promptly
Maintain accurate customer records and equipment service histories

Reporting & Process Improvement

Prepare and maintain PM performance reports and customer maintenance schedules
Identify scheduling conflicts, gaps in coverage, and operational inefficiencies
Recommend improvements to scheduling, customer communication, and administrative workflows
Support consistent processes and documentation across PM operations

Team Collaboration

Serve as a liaison among customers, technicians, Service Managers, and administrative staff
Keep team members informed of schedule changes, outstanding work, and customer requirements
Support company initiatives that strengthen communication, accountability, and customer satisfaction
Maintain a professional, collaborative, and solution-oriented approach

Qualifications

Two or more years of experience in service coordination, scheduling, customer service, dispatching, or administrative support preferred
Strong organizational skills and attention to detail
Excellent verbal and written communication skills
Ability to manage multiple priorities and meet deadlines in a fast-paced environment
Strong customer service and relationship-building skills
Experience with service management, dispatch, enterprise resource planning (ERP), or maintenance management software preferred
Ability to analyze information, solve problems, and proactively resolve scheduling challenges
Self-motivated and dependable, with strong ownership and accountability
Proficiency in Microsoft Office applications, particularly Excel and Outlook

Performance Metrics / What Success Looks Like

PM Completion: PM visits are completed on time and meet contract requirements
Schedule Accuracy: Schedules are reliable, with minimal missed visits, avoidable conflicts, or unnecessary rescheduling
Customer Satisfaction: Customers receive proactive communication, timely responses, and consistent service
Documentation Quality: Work orders, technician reports, and agreement records are complete and accurate
Billing Readiness: Completed visits are reviewed and submitted promptly, minimizing invoicing delays
Contract Management: Agreement details, equipment inventories, and renewal dates remain accurate and current
Team Support: Service Managers and technicians receive timely, accurate scheduling and customer information
Process Improvement: Practical improvements are identified and implemented to strengthen efficiency and consistency

Why Choose JWS?
At Joe Warren & Sons, we believe our employees are the foundation of our success. We offer a supportive, family-oriented work environment where teamwork, accountability, and professional growth are valued.

Competitive Compensation & Benefits

Comprehensive medical, free dental, and vision insurance
Company-funded Health Savings Account (HSA)
401(k) retirement plan with a 4% Safe Harbor match
Company-provided life insurance and short- and long-term disability coverage
Competitive compensation with regular performance reviews and opportunities for increases
Performance bonuses and quarterly company-wide incentive program payouts
Nine company-paid holidays and paid time off
Career advancement and professional development opportunities
Employee referral bonuses

Family-Owned. People-Focused.
For more than 35+ years, JWS has built its reputation on exceptional service, strong relationships, and a commitment to its employees. Our ownership and management team remain actively involved in the business and invested in the success of our people.

Our core values — Communication, Accountability, and Respect — guide how we work together and serve our customers. If you're looking for an opportunity to grow with a respected, family-owned company, we encourage you to apply.

Additional Position Information
Job Type: Full-time | In-person
Work Location: In person – Norwood, MA
Salary Range: $65,000–$75,000 annually
Shift: 8:00AM – 4:30PM
This position is currently designated as salaried (exempt), subject to applicable wage and hour requirements. Applicants must be authorized to work in the United States without employer sponsorship.

Equal Opportunity Employer
Joe Warren & Sons Company, Inc. is an Equal Opportunity Employer. We provide equal employment opportunities to all qualified applicants and employees without regard to race, color, religion, sex, national origin, age, disability, pregnancy, ancestry, military or veteran status, genetic information, marital status, sexual orientation, or any other status protected by applicable federal, state, or local law.

Location & Eligibility

Where is the job

Norwood, United States

On-site at the office

Who can apply

About this job

Pay per year: $65,000–$75,000 a year; 22% above the $57,500 median for Maintenance Coordinator jobs on Jobera (29 salaries).
Who can apply: United States
Posted: Today
Employer: has 8 open jobs on Jobera.