Preventive Maintenance Coordinator

***This is an english speaking role, for a US-based company.

* This is a fast paced role, in a startup. We're looking for high-agency people who are comfortable figuring things out, creating solutions, and getting stuff done. We have a healthy, highly supportive culture, and we're all committed to building something great. You'll have great work-life balance, but when we're ON, we work hard.

About Prefix

Prefix makes facilities work effortless so businesses and local pros can focus on what matters most. We're a seed-stage software and services startup offering comprehensive repair and maintenance solutions for restaurant and retail properties nationwide. We're remote-first, move fast, and obsessed with creating excellent customer experiences—for both our clients and the vendor partners who do the work.

The Role

We're building something new at Prefix—and we need the right person to help us define and own it. As an early Project Manager for Preventive Maintenance, you'll play a foundational role in standing up an entirely new function from the ground up. This isn't a role where the playbook already exists. You'll help write it.

You'll sit on a small, high-visibility team within our Vendor Experience (VX) Department, with direct access to founding leadership. Your work will shape not just operations today, but the future of how Prefix's software handles preventive maintenance at scale. ***YOU WILL HELP FIND VENDORS, OBTAIN QUOTES ACROSS A WIDE VARIETY OF PREVENTIVE MAINTENANCE TRADES (HVAC, REFRIGERATION, HOT SIDE KITCHEN EQUIPMENT, SNOW, LANDSCAPE, etc)

What You'll Own

• Function Build-Out — Co-author and development of Prefix's Preventive Maintenance Department—defining workflows, processes, and systems from scratch.
• Vendor Sourcing & Vetting — Identify, evaluate, and onboard qualified vendor partners. Own the outreach process and build a reliable network of service providers.
• Contract Negotiation — Serve as a primary point of contact for contract discussions between vendors and customers, ensuring agreements are fair, clear, and scalable.
• Customer-Facing Sales & Agreements — Work alongside our Sales and Account Managers to secure preventive maintenance agreements with our Commercial Customers, collaborating cross-functionally with other Prefix team members throughout the sales cycle.
• Program Operations — Run quarterly and annual PM agreements in a clean, predictable way—managing renewals, forecasting, and proactive customer communication.
• Metrics & Reporting — Own KPIs around adoption, successful implementation, and renewal rates. Build visibility and reporting so the team always knows where we stand.
• Product Influence — Serve as a key internal voice for PM-related product development. Work closely with engineering and product to help shape future software capabilities.

What We're Looking For

• You stay calm and solutions-focused when things get messy. Ambiguity doesn't paralyze you—it motivates you.
• You communicate clearly and confidently with clients, vendors, and internal teammates. You know your audience.
• You know when to follow process, when to escalate, and when to make your voice heard.
• You're a highly organized, systematic operator who enjoys building clean systems. You think about big problems as small, actionable steps—and you build visibility around every one of them.
• You have experience managing cross-functional projects or programs, ideally in a startup or high-growth environment.
• You're comfortable in a customer-facing role and can hold your own in contract conversations.
• You're a builder at heart. You don't need a defined org structure or a perfect toolset—you figure it out.

Why Prefix

• High ownership and visibility from day one—you'll have real impact on a growing business.
• You'll have a seat at the table for shaping our platform.
• A small, collaborative team that moves fast and values clear communication over politics.
• Remote-first culture built around trust, accountability, and getting great work done.
• A chance to build something that didn't exist before—and put your name on it.

Job Type: Full-time

Pay: $200.00 - $300.00 per hour

Application Question(s):

• Do you have at least 2 years of experience managing vendor relationships across repairs, property management, or facilities?

Work Location: Remote