8864 Preventative Maintenance Coordinator


TITLE Preventative Maintenance Coordinator





MAJOR ADMINISTRATOR Assistant Director of Facilities Management - Maintenance



Under the direction of the Facilities Manager, the Preventative Maintenance Coordinator develops, documents, and establishes the preventative maintenance of all facility and utility systems, including, but not limited to, refrigeration, heating, ventilation, and air conditioning (HVAC), steam, condensate, plumbing, fire protection, and electrical systems using the Computerized Maintenance Management System (CMMS).  The Preventative Maintenance Coordinator is responsible for the accurate and timely collection of equipment data and ensures data is recorded in the CMMS in a well-organized manner so it can be easily retrieved and utilized to facilitate maintenance of the systems.  The Preventative Maintenance Coordinator works closely with appropriate Facilities Management staff, including the Facilities Manager and Utilities Manager in developing, implementing, and monitoring preventive maintenance programs for facility and utility systems, components, and equipment. The Preventative Maintenance Coordinator reviews manufacturer’s operation manuals to determine optimum frequency of preventative maintenance. The Preventative Maintenance Coordinator reviews manufacturer’s operation manuals to determine optimum frequency of preventative maintenance. The Preventative maintenance Coordinator supervises student and part-time staff that perform administrative and semi-skilled preventative maintenance within Facilities Maintenance and, in coordination with policies established by the Director of Environmental Management, enforces federal regulations governing environmental protection, hazardous waste disposal and the use of chemical substances and materials. The Preventative Maintenance Coordinator works closely with the Administrative Coordinator to distribute preventative maintenance work, collect and compile data regarding the performance of preventative maintenance, routinely evaluate the preventative maintenance program (task frequency, completion rate, timeliness, performance results, etc.) and recommend adjustments or improvements to the program.  The Preventative Maintenance Coordinator works closely with the Projects Technician to collect data regarding new construction, renovation, or other projects.



Education: A high school diploma or the equivalent and an Associate’s degree, completion of a technical training program in a maintenance trade equivalent to a minimum of sixty hours of college credit, or completion of a recognized apprenticeship program in a maintenance trade, or a combination of the three, is required. 

Experience: At least six years of progressively responsible experience in the repair and maintenance of industrial or commercial facilities is required.  Experience in mechanical, heating, ventilation and air conditioning (HVAC), electrical, plumbing, and refrigeration systems is preferred.

Skills: A working knowledge of mechanical, electrical, plumbing, and fire protection equipment as well as other building and utilities systems, equipment, and components is required.  A general knowledge of maintenance and repair processes and procedures for building and utility equipment, systems, and components is required. Excellent communication skills and the ability to interact in a positive manner with the campus community are required. The ability to read and interpret information from equipment manufacturer’s manuals, service requests, layout sketches, blueprints, construction project specifications, appropriate state and local government codes, and trade-specific manuals and practices and to determine how the fixture or equipment should perform is required. Strong technical writing skills are required. Supervisory skills, the ability to motivate others to effective action, and strong administrative abilities are required. Computer literacy is required; a working knowledge of, or the ability to learn and use, database applications is required, including an understanding of the structure of databases and how to develop and generate reports to retrieve and utilize the data.  The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required. Skills in the proper use of test equipment, hand and power tools, diagnosing and trouble-shooting equipment malfunctions and systems failures are preferred. Experience with a CMMS system, including data entry, scheduling, and report generation is preferred.


Effort: The ability to lift and transport materials and equipment weighing up to 50 pounds on a frequent basis and up to 100 pounds on an occasional basis is required.  The ability to tolerate prolonged standing and frequent bending, stooping, and reaching on a daily basis is required.  The ability to work in confined spaces is required. A full range of physical motion is required in order to operate manual and electrically-powered tools and electrical test equipment, to move throughout campus, including climbing stairs and ladders in all University buildings, and to work at heights. Work is performed indoors and out-of-doors, occasionally in environments that are dusty, noisy, or which could have work hazards. Some positions in this job classification (job title) are designated as essential employees who must report to work as scheduled when University offices are closed due to severe weather; the supervisor will communicate whether the particular position is considered essential and under what situations.

Other: The scope of the position requires exposure to and use of chemicals, solvents, and cleaners common to most maintenance trades that may be hazardous and/or cause injury if specific instructions regarding their mixture, use, and disposal/storage are not properly followed. A valid driver’s license is required. Must be available to respond to emergencies and work on-call and weekends as required.



1.  Assists the Facilities Manager with ensuring that all facilities are structurally sound, mechanically operational, electrically efficient, and safe by planning and scheduling recurring preventative maintenance activities in coordination with the Work Management Center.

2. Assists in administering the preventative maintenance program by utilizing an in-depth understanding of the maintenance program and associated tasks and processes and knowledge of the CMMS to optimize the efficiency and effectiveness of preventative maintenance, coordinating with others as needed to achieve desired outcomes, and providing reliable and authoritative information, work orders, reports, and recommendations to administer and monitor the preventative maintenance program.

3. Gathers data in the field and supervises the student and part-time maintenance employees in data gathering and makes work assignments based upon an evaluation of job requirements and individual expertise.

4. Monitors and assures completion of work by assigned staff.

5. Assists with the development of a competent and efficient staff by training personnel in the proper use of the CMMS as well as the use of test equipment, hand tools, and power tools, shop safety, and appropriate work methods for equipment data gathering and determination of preventative maintenance tasks.

6. Develops CMMS preventative maintenance tasks and documents instructions and procedures for the preventative maintenance of facility and utility components, systems, and equipment, including but not limited to, mechanical, electrical, heating, ventilation and air conditioning, plumbing, and fire protection systems.

7. Supports preventive maintenance as a strategy in maintaining University facility and utility systems, components, and equipment, including mechanical, electrical, plumbing, fire protection, and associated control systems by assisting in the development, administration, and monitoring of preventive maintenance programs, keeping accurate records in the CMMS on all aspects of the systems such as equipment characteristics, breakdowns and associated repairs, equipment replacements,  and required and performed preventative and reactive maintenance, and developing and generating reports to assist in the tracking of maintenance tasks and associated benefits of the preventative maintenance program.

8. Assists the Facilities Manager with ensuring that contracted maintenance services meet specified results and are appropriately documented in the CMMS.

9. Reduces the likelihood for liability regarding the University's compliance with federal regulations by complying with and enforcing policies, laws, and regulations governing environmental protection, hazardous waste disposal and the use of chemical substances and materials.

10. Enforces University and departmental rules and policies regarding employee conduct for assigned staff by advising them of the rules and policies on employee conduct and recommending progressive disciplinary action to the Facilities Manager as necessary.

11. Reduces the likelihood of a significant disruption of mechanical services (i.e., heating, cooling, plumbing, electricity) to the University.

12. Accomplishes the required work independently by gathering and organizing the required information, maintaining required records, evaluating various approaches to completing projects, developing tools and reports to accomplish and monitor progress, utilizing resources to achieve desired outcomes, exercising judgement to make decisions, and assuring effective communication with stakeholders.

13. In coordination with the appropriate Facilities Management staff, facilitates workflow and the efficient use of time and effort by establishing processes, guidelines, and rules related to the preventative maintenance program.

14. Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.

15. Remains competent and current through self-directed professional reading, developing professional contacts with colleagues, attending professional development courses, and attending training and/or courses as directed.


16.  Contributes to the overall success of Facilities Management by performing other essential duties and responsibilities as assigned.


The Preventative Maintenance Coordinator is supervised by the Facilities Manager and supervises student staff and part-time staff.




Factor 1: Educational Requirements of the Job

Level 3 - 160 Points: The job requires a high school diploma or equivalent and up to one year (30 credit hours) of technical training, certification, and/or vocational classes or course work in a specialized area.

Factor 2: Skill Requirements - Craft and Trade Skills

Level 5 - 1100 Points: This level represents journeyman-level skill in building trades or related areas requiring extended training and/or experience and considerable practical knowledge in a trade or technical area, or other skills requiring similar levels of training. Skill at this level normally requires six years of experience within the trade.

Factor 3: Managerial Responsibility

Level 3 - 150 Points: Some supervision and training of student and part-time workers may be required where the nature of supervision is largely confined to scheduling work and assigning tasks. Supervision at this level may also involve directing the work assignments of one or more permanent, full-time employees, but supervision typically does not include a full range of supervisory responsibilities, and supervisory duties typically do not consume a large portion of the work day. Characteristic of this level would be employees who direct student workers, or work team leaders who act as working supervisors. Responsibilities at this level may include tracking budgeted spending, limited purchasing authority, and tracking inventory.

Factor 4: Guidelines

Level 2 - 50 Points: Specific guidelines and established routines exist, but some judgment in applying guidelines and deviating from standards must be exercised. The number and similarity of guidelines and work situations requires the employee to use judgment in locating and selecting the most appropriate guidelines, references, and procedures for application and in making minor deviations to adapt guidelines in specific cases. At this level, the employee may also determine which of several alternatives to use. Situations to which the existing guidelines cannot be applied or significant proposed deviations from the guidelines are referred to a supervisor.

Factor 5: Contacts

Level 3 - 100 Points: The purpose is to advise or counsel students, coworkers, or the general public, or to plan or coordinate work efforts with other employees who are working toward common goals and where relationships are generally cooperative. Contacts are moderately structured and routine.

Factor 6: Work Environment

Level 2 - 40 Points: The work area involves moderate discomfort and/or risk such as that from moving machinery, occasional work with hazardous substances, or moderate levels of noise. The work may require wearing of protective gear. The work area is generally adequately lighted and ventilated, but may involve uncomfortable temperatures at times.

Factor 7: Physical Demands

Level 3 - 100 Points: Work requires continuous moderate with some strenuous physical exertion including standing, climbing, crawling, and regular lifting of objects over 50 pounds.

Factor 8: Responsibility for Facilities and Resources

Level 2 - 40 Points: Jobs at this level might require frequent but routine responsibility for facility security, public safety, equipment, or money.

Factor 9: Complexity

Level 3 - 450 Points: The work includes various duties involving different and unrelated processes and methods. Decisions regarding what needs to be done depend upon knowledge of the duties, priorities, commitments, policies, and program goals of the supervisor and the department and involve the analysis of the subject, phase, or issues involved in each project or assignment, and the course of action may have to be selected from many alternatives. The work involves elements that must be identified and analyzed to discern interrelationships.