Maintenance Project Coordinator

About Us

Maintain It is a full-service facility maintenance company supporting restaurant, retail, and commercial businesses across a wide range of maintenance and operational needs.

We provide proactive, reliable, and customized maintenance solutions designed to minimize disruptions, protect assets, and keep businesses operating at their full potential. From preventative maintenance to responsive service, our team is committed to delivering quality workmanship, strong communication, and dependable support our clients can rely on.

Key Duties/Responsibilities

Project Coordination & Support

• Support project management across all phases of maintenance and service projects
• Assist in developing and maintaining project schedules
• Track project progress, budgets, and key deliverables
• Support with other duties as assigned

Procurement & Vendor Coordination

• Create and issue purchase orders
• Contact vendors/suppliers to confirm pricing, scope, and lead times
• Review subcontractor quotes to ensure full scope coverage
• Coordinate deliveries, pickups, and logistics

Documentation & Systems Management

• Manage all project documentation and ensure Procore is consistently up to date
• Upload and track drawings, RFIs, shop drawings, and permits
• Prepare project closeout documentation and binders
• Create weekly reports, lookaheads, and meeting minutes

Technical & Pre-Construction Support

• Review Issued for Construction (IFC) drawings
• Verify take-offs and support material ordering
• Assist with shop drawing submissions and approvals
• Support RFI creation and tracking

Site Coordination & Field Support

• Attend site visits, coordination meetings, and OAC meetings
• Take site photos and track project progress
• Assist with site startup materials and logistics
• Support deficiency tracking and warranty-related work

Financial & Administrative Support

• Assist with change order tracking and documentation
• Support invoice review and coordination with Accounts Payable
• Help maintain accurate project cost tracking and reporting

Client & Internal Coordination

• Maintain strong relationships with vendors, subcontractors, and internal teams
• Support service calls and ongoing client requests
• Ensure clear communication across all stakeholders

Who You Are:

• You have 25+ years of experience in project coordination, construction, maintenance, or facilities operations
• You are highly organized and thrive in a fast-paced environment with multiple moving priorities
• You are proactive, detail-oriented, and take initiative to keep projects on track and well-organized
• You have experience supporting projects through scheduling, procurement, documentation, and coordination
• You are comfortable working with vendors, subcontractors, suppliers, and internal teams to ensure smooth project execution
• You have strong communication skills and are confident following up on outstanding items, timelines, and deliverables
• You are comfortable reviewing drawings, tracking RFIs, shop drawings, change orders, and project documentation
• You are proficient with Microsoft Office and comfortable learning or working within systems such as Procore and other project management platforms
• You are adaptable, solutions-oriented, and willing to support both office and field operations as needed
• You take pride in accuracy, follow-through, and providing strong support to the project team

This is a new position within the team.

Our organization may use automated tools, including artificial intelligence (AI) or algorithm-assisted systems, to support the initial review of applications. These tools are used only to assist our recruiters and hiring managers; all hiring decisions include meaningful human involvement and final review.

Maintain It is an equal opportunity employer. We actively encourage applicants from all backgrounds, including those with disabilities. Accommodations will be provided upon request for candidates participating in all phases of the hiring process.