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

• 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.