Lighting Maintenance Coordinator (LMC)

1. Lighting Maintenance Inbox Management
• Monitor the lighting maintenance email inbox daily
• Triage all incoming emails related to:
o Service requests
o Follow-up work
o Scheduling questions
o Night check results
• Draft response emails to property managers and clients
o Responses are drafted, then reviewed/approved by Stacy or Tony (initially)
• Identify urgency level of each request (routine vs. time-sensitive)
• Ensure no lighting maintenance email goes unanswered longer than one business day
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2. NightProof™ Processing (Critical Responsibility)
• Download, review, and properly label all NightProof™ 360° recordings
• Upload videos and documentation to the correct client/property folders
• Prepare and send NightProof™ reports to property managers
• Determine outcome of each NightProof™ inspection:
o No follow-up required → close job and send to invoicing
o Follow-up required → proceed to work order creation
• Extract clear notes from NightProof™ findings and translate them into actionable work orders
• Ensure all NightProof™ inspections are fully processed within 24–48 hours
• Maintain accuracy — zero tolerance for misfiled or missed reports




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3. Work Order Creation & Coordination
• Create lighting maintenance work orders based on:
o Client email requests
o NightProof™ findings
o Technician feedback
• Ensure work orders include:
o Clear scope
o Property details
o Notes/photos/videos attached where applicable
• Route work orders appropriately:
o To scheduling
o To estimating (if required)
• Flag anything unclear or incomplete for review (do not guess)
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4. Scheduling Support (via GoHighLevel)
• Build and maintain the weekly and monthly lighting maintenance schedule
• Enter and update jobs in GoHighLevel accurately
• Coordinate schedule drafts for technician execution
• Adjust schedules based on:
o Job completion
o Weather delays
o Access issues
o Technician feedback
• Present schedules for review by Tony and/or Stacy before finalization (initially)




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5. Daily Job Close-Out Review
• Review prior day’s completed jobs:
o Confirm completion status
o Confirm documentation is attached
• Determine next step for each job:
o Ready for invoicing
o Requires estimate
o Requires return visit
• Forward completed jobs to invoicing queue
• Re-queue incomplete jobs with notes and reschedule as needed
• Ensure no completed work “falls through the cracks”
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6. Client Communication (Non-Escalation)
• Send routine updates to property managers:
o Job completed
o Follow-up scheduled
o Delays or access issues
• Communicate professionally and consistently
• Escalate issues outside defined scope (pricing, complaints, disputes) to Stacy or Tony
• Do not negotiate pricing or make promises
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7. GoHighLevel Data Hygiene
• Keep all lighting maintenance jobs, notes, and statuses current in GoHighLevel
• Log completed tasks and outcomes
• Enter reminders and internal task notes as required
• Support proactive follow-ups (no sales ownership)




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8. Internal Coordination & Reporting
• Coordinate daily with:
o Tony (field execution)
o Invoicing (job readiness)
• Flag recurring issues or inefficiencies
• Provide simple weekly summary:
o Jobs completed
o Jobs pending
o Bottlenecks or recurring problems

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Explicitly NOT Responsible For
• Pricing or estimating decisions
• Client escalation or conflict resolution
• Billing or invoicing authority
• Vendor coordination
• Contract negotiation
• Sales closing
• Technician management or discipline