Job Title: Assistant Office Coordinator – Maintenance Operations
Location: Longmont, CO
Job Type: Full-Time
Reports To: General Manager
About Us:
Touchstone Commercial Building Services is a fast-paced and growing commercial service company committed to delivering exceptional maintenance and repair services to commercial properties. We’re seeking a proactive and organized Assistant Office Coordinator to support our building maintenance operations team and ensure critical workflow processes run smoothly and efficiently.
Position Summary:
As the Assistant Office Coordinator you’ll play a key role in coordinating preventative maintenance (PM) schedules, tracking technician progress, maintaining system accuracy, and supporting program compliance. You’ll liaise between field technicians, office staff, and property managers to keep operations running on time and up to standard.
Key Responsibilities:
Preventative Maintenance Coordination
Track scheduled Preventative Maintenance timelines and send reminders to technicians.
Follow up with technicians to confirm Preventive Maintenance completion; identify and document any outstanding work.
Order filters, belts and other materials; receive, verify, label, and prepare them for technician pickup.
Ensure techs have the correct materials for each property before heading to job sites.
Pull and send completed Preventive Maintenance reports to property managers.
System and Software Oversight (Corrigo, Visitt, BuildOps, etc.)
Ensure property management platforms are current and align with BuildOps data.
Monitor deadlines for customer work order acceptance; ensure technicians check in within required timeframes.
Efficiency Works Program Support
Monitor upcoming deadlines and communicate them clearly to technicians and team leads.
Follow up with technicians for any missing form details.
Compile and submit completed forms through the designated portal.
Accounting tasks
Assist in processing AP/AR
Qualifications:
2+ years of administrative or operations support experience, preferably in HVAC, construction, or facilities management.
Strong organizational and time management skills.
Experience with project tracking software (e.g., BuildOps, Corrigo, Visitt) is a plus.
Ability to communicate clearly and professionally with field staff and management.
Comfortable managing multiple deadlines and systems simultaneously.
Benefits:
Competitive salary
Health, dental, and vision insurance
PTO and paid holidays
Opportunities for professional growth
Participation in 401k
To Apply:
If you are interested in growing with us, please respond to this posting with your resume and a brief cover letter. We look forward to hearing from you!