Maintenance Contracts Division – Project Coordinator

Maintenance Contracts Division – Project CoordinatorJob DescriptionRole OverviewThe Project Coordinator will support the Maintenance Contracts Division in managing day-to-day coordination between clients, site teams, suppliers, subcontractors, and internal departments. The role is focused on ensuring that maintenance contracts are executed smoothly, service visits are properly scheduled, documentation is controlled, and client requirements are followed up on professionally.Key ResponsibilitiesCoordinate daily activities for ongoing maintenance contracts and service agreements.Schedule preventive maintenance visits and follow up on corrective maintenance requests.Act as a communication point between clients, engineers, technicians, suppliers, and management.Track contract requirements, service timelines, site visits, and pending actions.Prepare and organize maintenance reports, service records, inspection forms, and client submissions.Follow up on spare parts requests, supplier quotations, deliveries, and site requirements.Coordinate with the technical team to ensure maintenance activities are completed on time.Maintain updated records for each client, including contract details, equipment lists, visit schedules, and service history.Support in preparing quotations, renewal documents, and variation orders related to maintenance contracts.Follow up on client approvals, invoices, payments, and required documentation with the relevant departments.Ensure that all project and maintenance documentation is properly filed physically and digitally.Report delays, site issues, client concerns, or operational risks to management.Support the division in improving workflow, reporting systems, and contract tracking.RequirementsBachelor’s degree in Engineering, Business Administration, or a related field.1–3 years of experience in project coordination, maintenance coordination, facility management, or MEP-related operations.Good understanding of MEP/HVAC maintenance activities is preferred.Strong organizational and follow-up skills.Excellent communication and coordination abilities.Good command of Microsoft Office, especially Excel.Ability to manage multiple tasks, deadlines, and client requests at the same time.Professional attitude, attention to detail, and ability to work with site and office teams.Preferred SkillsExperience with maintenance contracts or AMC operations.Basic technical understanding of HVAC, ventilation, pumps, electrical, or mechanical systems.Ability to prepare reports and track contract performance.Strong problem-solving mindset and client-service orientation.Job ObjectiveTo ensure that all maintenance contracts are properly coordinated, documented, followed up, and executed in a timely and professional manner, while supporting the division’s operational efficiency and client satisfaction.