Maintenance Coordinator

Description

Position Summary

The Maintenance Coordinator is responsible for supporting the maintenance department by ensuring technicians have the parts, supplies, tools, and resources needed to perform their work efficiently. This position serves as the primary coordinator for maintenance inventory, purchasing, vendor relationships, parts research, and department logistics. The Maintenance Coordinator helps reduce equipment downtime by maintaining proper inventory levels, sourcing parts quickly, coordinating deliveries and pickups, and providing administrative support to the maintenance team.

This role requires strong organizational skills, attention to detail, urgency, and the ability to work effectively with technicians, vendors, and internal departments.

Performance Objectives 

Maintenance Inventory Management

• Maintain maintenance shop inventory at optimum levels.
• Order, receive, stock, organize, and track maintenance parts, tools, and supplies.
• Conduct routine cycle counts and inventory audits.
• Monitor inventory usage and recommend stock adjustments to prevent shortages and overstock situations.
• Ensure maintenance storage areas remain organized, clean, and properly labeled.

Parts Research & Procurement

• Research replacement parts, equipment components, tools, and maintenance supplies.
• Obtain quotes and pricing from vendors and suppliers.
• Identify alternate vendors and sourcing opportunities to improve pricing, availability, and delivery times.
• Process purchase requests and coordinate procurement activities for the maintenance department.
• Expedite critical parts orders to minimize equipment downtime.

Maintenance Department Support

• Support maintenance technicians by ensuring parts, materials, and supplies are available when needed.
• Coordinate deliveries, shipments, and vendor service visits.
• Run errands and pick up parts, tools, equipment, and supplies from local vendors as required.
• Assist with scheduling vendor repairs and service appointments.
• Maintain maintenance records, purchase documentation, and inventory records.

Administrative Support

• Process and complete maintenance work orders and submit required documentation daily.
• Generate and distribute maintenance and inventory reports as requested.
• Assist with audits, inventory reconciliation, fact checks, and discrepancy resolution.
• Maintain accurate records within company systems and databases.
• Attend department meetings and complete required training.

Safety & Compliance

• Partner with Environmental Health & Safety to track and inventory safety equipment stored within the maintenance department.
• Follow company policies, procedures, and safety requirements.
• Maintain compliance with all applicable regulations and company standards.

Other Duties

• Perform additional duties and projects as assigned by management.

SUCCESS IN THIS ROLE

Success in this role is measured by maintaining accurate inventory levels, ensuring technicians have timely access to parts and supplies, minimizing maintenance downtime caused by parts shortages, supporting efficient maintenance operations, and providing exceptional service to the maintenance team.

Requirements

Required Skills & Experience

• Experience supporting maintenance, manufacturing, industrial, construction, fleet, or operations environments preferred.
• Inventory management and purchasing experience preferred.
• Strong organizational and multitasking abilities.
• Excellent verbal and written communication skills.
• Strong attention to detail and follow-through.
• Ability to prioritize multiple tasks and meet deadlines.
• Proficient computer skills, including Microsoft Office and inventory management systems.
• Valid driver's license with an acceptable driving record.
• Ability to build positive working relationships with vendors, technicians, and internal departments.

Personal Attributes

• Energetic, self-motivated, and dependable.
• Results-oriented with a strong sense of urgency.
• Professional and ethical in all interactions.
• Positive attitude and team-first mindset.
• Adaptable and willing to assist wherever needed.
• Committed to working efficiently and accurately.

Physical Requirements

• Frequently walk throughout the maintenance shop, warehouse, and yard.
• Ability to lift and carry up to 50 pounds.
• Ability to operate a company vehicle for parts pickups and errands.
• Ability to work in both office and industrial environments.
• Ability to stand, bend, reach, and climb as needed throughout the workday.