The Maintenance Coordinator is responsible for maintaining and organizing records, data, and information related to maintenance and repairs within a company or organization. This includes scheduling appointments, ordering supplies, tracking inventory, and assisting with budget management. The Maintenance Coordinator may also communicate with vendors and contractors to ensure timely and efficient maintenance services.
Essential Functions
- Close work orders daily using Maintenance database system (typing in comments, ensuring labor is captured correctly, filling in all appropriate fields)
- Maintain electronic and physical maintenance master data, including parts, supplies and equipment
- Input Preventative Maintenance plans into the computerized maintenance management system (CMMS).
- Prepare, assemble and process required documentation for time entry and maintenance scheduling
- Input data, run reports and create charts utilizing CMMS and other electronic systems.
- Maintain inventory records of spare parts and expendable items.
- Co-ordinates with third party contractors needed for supporting maintenance activities.
- Orders, receives, stores and issues supplies, parts, equipment and other materials
- Assist the Maintenance Manager with general clerical work, data entry and parts inventory
- Develops, schedules, and controls preventive and reactive work orders to maintain machinery and equipment in proper working condition.
- In-depth understanding of Computerized Maintenance Management Systems CMMS systems (e.g. SAP S4HANA or similar)
- Experience using planning and scheduling tools (e.g. MS Project or similar)
- Ability to analyze maintenance data and translate it into practical operational insights
- Regular requirement to interpret and manipulate large volumes of data within CMMS (SAP), including asset registers, PM task lists, backlog data, and KPI reports
- Ongoing effort involved in coordinating multiple stakeholders (maintenance, operations, engineering, contractors, plant managers) and maintaining alignment through meetings, schedules, and planning reviews
- Owns and operates the planning process for all preventive, corrective, and shutdown maintenance activities
- Supports the creation & management of CMMS (SAP) including PM schedules & task lists
- Develops detailed weekly & long-term work plans, assessing priorities where appropriate, managing & highlighting work backlog, resourcing issues & contractor scope
- Acts as CMMS and Asset Register Custodian, with accountability for: Creation and governance of new assets within the asset hierarchy; Removal and decommissioning of redundant assets; Maintaining data accuracy to support statutory compliance, maintenance planning, and reporting
- Highlights backlog risks, capacity constraints, and resourcing gaps to the Maintenance Manager and wider leadership team
- Works with engineering and reliability functions to embed lessons learned, equipment history, and failure trends into job plans and PMs
- Collates, analyses, and reports maintenance KPIs, including backlog health, schedule compliance, PM effectiveness, and work order performance
- Supports compliance with site procedures, regulatory requirements, and internal standards (e.g. COMAH, OSHA, internal audits)
- Ensures planning processes embed safety, permit, and risk management requirements (BoS, Ageing Plant, Hotwork, Confined Space etc.)
- Operates within a highly complex asset environment, encompassing diverse plant types, ageing infrastructure, and safety-critical equipment
Role Requirements
- Ability to work 8-hour non-rotating shifts 5 days/week.
- Ability to work overtime as required and in the event of emergencies
- Ability to work well as part of a team
- GED or High School Diploma Required
- Basic math skills such as adding, subtracting, multiplying, and dividing
- Basic reading skills
- Ability to establish and maintain a filing system
- Accuracy and attention to detail
- Ability to follow work instructions and procedures
- Ability to multi-task
- Exceptional attendance and work ethic
- Previous administration assistant preferred
- Ability to sit for long periods of time, stand, walk, and the frequent physical demands of the position are eye/hand/foot coordination, and feeling.
- Experience with Microsoft Excel and Word. Knowledge of Excel formulations, charting, and pivot analysis
- Preferred two years of experience working with an ERP system such as Microsoft AX or SAP and Computerized Maintenance Management System
- Preferred experience in heavy manufacturing, preferably in chemicals
