Maintenance Coordinator

The Maintenance Coordinator plays a vital role in supporting the maintenance department by

maintaining inventory, coordinating schedules, and handling administrative tasks. This position

ensures smooth day-to-day operations by working closely with the Maintenance Supervisor and

other team members to facilitate timely maintenance activities and efficient use of resources.

Key Responsibilities

Inventory Support & Shipping Receipts:

- Assist with maintaining inventory levels related to maintenance supplies and parts.

- Perform shipping receipts, ensuring that incoming parts and materials match purchase orders and are accurately logged.

- Conduct regular inventory audits and reorder parts as needed.

- Process purchase requisitions for maintenance-related items, ensuring timely procurement of parts and supplies.

- Maintain accurate records of parts usage within the maintenance department, ensuring

traceability.

Scheduling & Coordination:

- Develop and maintain a maintenance schedule for both preventative and reactive tasks.

- Provide the maintenance schedule to the Maintenance Supervisor for technician

dispatching.

- Collaborate with the Maintenance Supervisor to adjust schedules based on priority

changes or urgent requests, ensuring minimal disruption to operations.

Data & Reporting:

- Track work orders, maintenance history, and technician productivity using the

computerized maintenance management system (CMMS).

- Prepare and submit regular reports to the Maintenance Manager on work orders,

inventory status, and vendor performance.

Vendor Invoice Management:

- Review and verify incoming, discrepant vendor invoices.

- Collaborate with vendors, receiving department, and accounts payable department to

resolve discrepancies.

Collaboration:

- Work closely with the Maintenance Supervisor to ensure maintenance schedules align

with operational needs and necessary parts are available.

- Communicate with other departments to ensure timely availability of parts and services.

- Model company values – We listen, We walk our talk, We challenge tradition, We do the right thing, We work safe.

- Other duties and responsibilities may be assigned as necessary

Qualifications

- Experience in scheduling or coordinating maintenance work in an industrial setting.

- Familiarity with maintenance operations, inventory control, and shipping receipt processes.

- Proficiency with CMMS or similar systems.

- Strong organizational skills with attention to detail.

- Effective communication and collaboration skills.

- Regular lifting, carrying, pushing, or pulling of materials weighing up to 50 lbs, performed safely and as part of normal duties.

Preferred Qualifications:

- Experience with invoice management and vendor coordination.

- Knowledge of parts inventory management and shipping procedures.

- Proficiency in Microsoft Office Suite (Excel, Word, Outlook).

- Familiarity with ERP systems for inventory and invoicing management.

Level 1 (Entry-Level/Foundational):

- Capable and competent in performing tasks, contributing to the team, and focusing on learning and applying foundational skills.

- Works under close guidance and supervision, requiring support for problem-solving and decision-making.

- Completes assigned tasks efficiently but primarily focuses on individual contributions.

- Shows eagerness to learn and develop but relies on established processes and routines.

Level 2 (Intermediate/Proficient):

- Demonstrates strong competence in their role, able to handle more complex and varied tasks.

- Works with moderate independence, taking initiative to solve problems and adapt to changing circumstances.

- Balances efficiency with quality while optimizing work processes.

- Acts as a proactive collaborator, supporting cross-functional efforts and driving team outcomes and success.

Level 3 (Advanced/Expert):

- Operates at an expert level, consistently delivering high-impact results to drive success and solving complex challenges.

- Works autonomously, taking ownership of outcomes, and trusted to make strategic decisions to elevate team performance.

- Innovates and optimizes processes, introducing new methods to achieve goals more efficiently.

- Demonstrates an excellent attitude, fostering collaboration, positivity, and alignment with organizational values; often oversees or mentors Level 1 and 2 employees.

- Consistently goes beyond assigned tasks, works through time constraints, aligns efforts with long-term goals, and setting a strong example for others.