Purpose

The Maintenance Coordinator provides essential administrative, operational, and logistical support to the maintenance department. This role ensures the smooth and efficient functioning of daily maintenance operations by coordinating work orders, managing communications, tracking inventory, and maintaining records. The Coordinator acts as a central point of contact for internal and external stakeholders, contributing to a well-organized and productive maintenance environment.

Responsibilities

• Communication and Dispatch: Serve as the primary point of contact for maintenance requests, communicating with internal staff, building occupants, and external vendors. Dispatch technicians to job sites and provide updates on work order status.
• Inventory Management: Manage inventory of maintenance supplies, parts, and equipment. Track inventory levels, order supplies as needed, and ensure proper storage and organization.
• Preventive Maintenance Coordination: Assist in the scheduling and tracking of preventive maintenance activities, ensuring adherence to established schedules and procedures.
• Vendor Management: Coordinate with external vendors for specialized services, such as HVAC maintenance, elevator repairs, and landscaping. Obtain quotes, negotiate contracts, and manage vendor performance.
• Record Keeping and Documentation: Maintain accurate and organized records of maintenance activities, work orders, equipment history, warranties, and other relevant documentation.
• Budget Support: Assist in the preparation and monitoring of the maintenance budget. Track expenses, process invoices, and reconcile accounts.
• Reporting and Analysis: Generate reports on maintenance activities, work order completion rates, and other key performance indicators (KPIs). Analyze data to identify trends and areas for improvement.
• Safety and Compliance Support: Assist in maintaining safety records, scheduling safety training, and ensuring compliance with safety regulations and company policies.
• Administrative Support: Provide general administrative support to the maintenance department, including managing calendars, scheduling meetings, preparing correspondence, and handling travel arrangements.

Skills

• Strong communication, interpersonal, and customer service skills.
• Experience with work order management systems or CMMS (Computerized Maintenance Management Systems) is highly preferred.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).  
• Ability to prioritize tasks and manage competing demands.
• Strong problem-solving and decision-making skills.
• Attention to detail and accuracy.
• Basic understanding of maintenance principles and terminology is a plus

Certifications

Education

High school diploma or GED

Experience

0-2+ years of experience

Physical Demands

Reasonable accommodations will be taken where necessary

Travel Requirements

0-25%