HVAC PM Administrator

Position Summary

The Preventative Maintenance (PM) Administrator provides administrative support for the coordination and execution of preventative maintenance programs across client locations. This role is responsible for maintaining accurate data, processing work orders, and supporting scheduling and tracking efforts to ensure PM activities are completed on time. The ideal candidate is detail-oriented, organized, and able to manage multiple tasks in a fast-paced environment while supporting internal teams.

Key Responsibilities

PM Coordination & Tracking

• Maintain and update PM tracking systems (DBAnalytics, spreadsheets, and internal tools).


• Monitor and manage the “Checked Out” filter to track completed PMs.


• Ensure all PMs are accurately tracked and updated in real time.


• Generate and distribute PM drops based on schedules and contract requirements.

Work Order & Data Management

• Upload GoCanvas reports and ensure all required documentation is complete and accurate.


• Upload and manage itemized purchase orders (POs) related to PM work.


• Ensure all work orders contain correct client information, attachments, and scope details.


• Maintain PM-related data integrity across all systems.

PM Process Administration

• Manage PM PO filters and create source local POs for self-performing work.


• Facilitate PM job type changes (e.g., MM vs. MH) as requested.


• Support setup and updates for PM programs within internal systems.

System & Program Support

• Update GoCanvas forms for new and existing clients.


• Create and maintain PM master contracts within systems such as Sampro.


• Update service part IDs (filters, belts, etc.) for new PM clients.


• Ensure all PM-related system data is accurate and up to date.

Subcontractor Coordination (PM Assignment Only)

• Assign subcontractors to scheduled preventative maintenance (PM) work.


• Ensure subcontractors receive work orders with accurate client details, scope, and required attachments.


• Track acceptance or declination of assigned PMs and reassign work as needed.


• Reissue work orders when reassignment occurs.


• Escalate assignment issues or coverage gaps to appropriate team members.

Overnight PM Coordination

• Coordinate security vendors for overnight PM work.


• Confirm arrangements and communicate schedules with site contacts.


• Ensure smooth execution of overnight maintenance activities.

Reporting & Communication

• Provide weekly reports summarizing PM progress and open items.


• Respond to PM-related inquiries (system issues, access concerns, scheduling).


• Escalate urgent operational issues to appropriate team members.

Key Requirements

• Strong organizational and multitasking skills.


• High attention to detail and data accuracy.


• Experience with work order management systems (e.g., Sampro) preferred.


• Familiarity with tools such as GoCanvas and DBAnalytics is a plus.


• Proficiency in Microsoft Office (especially Excel).


• Ability to work in a fast-paced environment and manage multiple priorities.


• Strong communication skills for internal coordination.

Key Performance Indicators (KPIs)

• PM Completion Rate


• Work Order Accuracy


• On-Time PM Drops


• Data Accuracy & System Integrity


• Overnight PM Execution Rate