MINIGRIP - Maintenance SR. ADMINISTRATIVE COORDINATOR

TITLE: Sr. Administrative Coordinator

POSITION OBJECTIVE: The Senior Administrative Coordinator is responsible for planning, scheduling, and tracking all preventive and total productive maintenance activity across the facility, ensuring equipment reliability and minimizing unplanned downtime. This role manages the day-to-day administration of the maintenance department — coordinating PM and TPM schedules, purchasing parts and supplies, tracking maintenance spend, and reporting project status to plant leadership. The Maintenance Coordinator works closely with maintenance technicians, production supervisors, and outside vendors to keep maintenance work organized, on schedule, and properly documented.

QUALIFICATIONS:

• High school diploma or equivalent required; Associate degree or technical certification in maintenance, industrial technology, or a related field preferred.
• 2+ years of experience in a maintenance coordination, planning, or scheduling role in a manufacturing or industrial environment preferred.
• Experience with preventive maintenance (PM) and Total Productive Maintenance (TPM) programs preferred.
• Strong organizational skills with the ability to manage multiple schedules, work orders, and purchase requests simultaneously.
• Working knowledge of purchasing/procurement processes, including vendor management and PO tracking.
• Proficient in Microsoft Excel and other Microsoft Office applications; comfortable learning and using CMMS and ERP software.
• Strong written and verbal communication skills, including the ability to prepare clear status reports and present updates to leadership.
• Basic understanding of mechanical, electrical, or industrial equipment and maintenance terminology.
• Detail-oriented with strong follow-through and the ability to work independently.
• Ensure consistent, dependable attendance and demonstrate a willingness to accommodate non-standard work hours as necessary.
• Capable of effectively managing job-related stress and fostering productive workplace interactions.

JOB RESPONSIBILITIES:

• Build, maintain, and continuously update the preventive maintenance schedule for all plant equipment in the CMMS (computerized maintenance management system).
• Assign PM work orders to maintenance technicians based on priority, equipment criticality, and production schedule; track completion and follow up on overdue PMs.
• Review PM history and equipment downtime data to recommend adjustments to PM frequency, scope, or task lists.
• Maintain accurate equipment records, including asset lists, manuals, warranty information, and maintenance history.
• Coordinate the facility's TPM program, including autonomous maintenance tasks performed by production operators.
• Develop and maintain TPM schedules, checklists, and standard work documents in partnership with maintenance and production leadership.
• Track TPM completion rates by line/department and report gaps or recurring non-compliance to the Maintenance Manager.
• Support training of operators and technicians with TPM tasks, standards, and documentation requirements.
• Order maintenance parts, tools, supplies, and outside services required to support PM, TPM, and repair work, following established purchasing/PO procedures.
• Maintain and manage the spare parts inventory (MRO stock), including cycle counts, reorder points, and stockroom organization.
• Obtain quotes, compare vendors, and route purchase requests for approval; track open purchase orders and follow up on delivery status.
• Build and maintain relationships with key vendors and suppliers to support pricing, lead times, and parts availability.
• Monitor maintenance spends against budget and flag variances to the Maintenance Manager.
• Track the status of ongoing maintenance and capital projects, including timelines, budgets, and open action items.
• Prepare and deliver regular (e.g., weekly) status reports on PM/TPM completion, open work orders, purchasing activity, and project progress to the Maintenance Manager and plant leadership.
• Maintain maintenance KPIs — e.g., PM compliance rate, TPM completion rate, downtime, and work order backlog — and present trends in regular meetings.
• Document and communicate project updates, delays, and risks in a clear, timely manner to keep stakeholders informed.
• Maintain accurate, organized records for all maintenance activities, purchasing, and project documentation.
• Support audits (safety, quality, regulatory) by ensuring maintenance records and schedules are current and accessible.
• Follow all plant safety policies and procedures; promote a safe working environment.
• Assist with other administrative and operational projects as assigned.