Maintenance Services Coordinator

Classified Title: Administrative Coordinator

Requisition #: 315708

Range: OE

Level: 2

Salary: $16.91 - $23.25 per hour

Status: Full Time

School: University Administration

Location: JH at Keswick

Location City: Baltimore

Location State: MD

Resume Required for Application: Yes

Area of Interest: Administrative

Contact: Central Talent Acquisition Office: 443-997-5100

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General Description

The Maintenance Services Coordinator is the point of contact for all maintenance service requests for the JHU Homewood campus. Calls are received via phone, email, and in-person, and are prioritized for dispatch. Urgent or emergency requests are dispatched by two-way radio and all requests, including routine maintenance and support requests, are recorded in a computerized maintenance management system (CMMS) for electronic distribution. The Maintenance Services Coordinator will also use the CMMS to maintain facilities information, generate preventive maintenance work orders, and bill for chargeable requests. The position is also tasked with tracking and adding asset information for equipment, including specifications. In addition, the Maintenance Services Coordinator handles posting quarterly fire alarm testing announcements as well as generating reports for campus gas billing. This position reports to the Information Systems Manager.

Essential Job Functions

  • Receive and record approximately 15,000 of annual maintenance service and event requests via phone, email, and in-person.
  • Prioritize work requests via Windows-based software for distribution to maintenance shops.
  • Use two-way radio to notify shops and coordinate work requests.
  • Generate preventative maintenance requests for 8 maintenance shops.
  • Enter labor and material information on all tickets into the CMMS for billing and record keeping purposes.
  • Generate and distribute approximately $700,000 of annual billing for chargeable work completed, and perform monthly reconciliation of this account.
  • Is a contact for Plant Operations involvement in special events, including Orientation, Commencement, Homecoming, and the Spring Fair.
  • Attend meetings with shops and directors of Plant Operations and working as the point of contact for preventative maintenance specifications entry and status changes.
  • Review completed work orders for PMs to make sure the information provided from the technicians and shops are entered into specifications and assets promptly before closing.
  • Generate Campus mailings and announcements, including utility annual shop notices, and requests for information.
  • Maintains up to date contact lists for all buildings.
  • Work with Shop Supervisors to generate key performance indicating reports in the CMMS.
  • Generate work requests for database scheduler, Clockworks.
  • Assign technicians from HVAC and Plumbing Shops to tickets according to their zones.
  • Tracks asset information for preventative maintenance work for shops repairs, renovations and preventative maintenance.
  • Updates Facilities calendar of events for the Homewood Campus for notifying and reminding shops.
  • Generate monthly gas billing spreadsheets for Homewood Campus and report them to finance department.
  • Work with Finance and Carrol Fuel to confirm invoices to the company‚Äôs website, so that it can be approved for payment.
  • Review weekly error reports for billable work orders and make sure the requestor for the ticket is contacted to retrieve correct information for payment.


This position requires a High School Diploma. The incumbent must have a minimum of 3 years customer service experience. Prior experience in an academic setting and a college is preferred. The Maintenance Services Coordinator is a required-attendance position.

Special Knowledge and Skills

  • Must be computer literate and able to learn new software quickly
  • Must be able to establish and maintain effective working relationships with supervisors
  • Employees and a diverse group of University customers.

Physical Requirements

  • Must be able to remain in a stationary position for extended periods of time.
  • Ability to operate a computer and other equipment on a frequent basis.
  • Ability to frequently communicate with coworkers.
  • Ability to move about.

NOTE: The successful candidate(s) for this position will be subject to a pre-employment background check.

If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the HR Business Services Office at 443-997-5100. For TTY users, call via Maryland Relay or dial 711.

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