Maintenance CoordinatorDepartment: Manufacturing Reliability & Asset Management
Level: 5A
FLSA Status: Non-Exempt
Location: Farmingdale
Reports To: Director, Manufacturing Reliability & Asset Management or designated Maintenance leader
Supervises: The 5A classification is grounded in the prior internal identification of the role as “Coordinator, Maintenance 5A.”**Position Summary **The Maintenance Coordinator supports the effective operation of the maintenance and reliability function by coordinating preventive maintenance schedules, work orders, parts and supplies, vendor activities, maintenance documentation, and day-to-day administrative needs of the department Serving as a central point of coordination between Maintenance, Operations, FSQA, Sanitation, Purchasing, and outside service providers, this position helps ensure maintenance work is properly planned, documented, prioritized, and completed on schedule. Unlike a Maintenance Technician III, whose primary responsibility is hands-on troubleshooting, diagnosis, and repair, the Maintenance Coordinator is primarily responsible forplanning, coordination, documentation, CMMS administration, parts support, and follow-through.Key Responsibilities Maintenance Planning & Work Order Coordination- Coordinate daily and weekly maintenance work orders and preventive maintenance activities.
- Maintain the maintenance work-order system/CMMS and ensure requests are entered, assigned, updated, and closed appropriately.
- Review open work orders and follow up with maintenance personnel on outstanding items.
- Help prioritize work based on production needs, equipment criticality, food safety, and operational impact.
- Coordinate planned maintenance activities with Operations and other affected departments.
- Maintain preventive maintenance schedules and flag overdue or upcoming PM activities.
- Support planning for equipment shutdowns, installations, repairs, and scheduled maintenance.
CMMS & Maintenance Records- Maintain accurate equipment and asset records within the CMMS.
- Ensure maintenance technicians document completed work, parts used, equipment condition, and corrective actions.
- Maintain maintenance histories and supporting documentation.
- Prepare reports on open work orders, PM completion, recurring repairs, downtime, and maintenance backlog.
- Assist maintenance leadership in identifying recurring equipment problems through work-order history.
Parts, Supplies & Inventory- Coordinate maintenance parts, supplies, and consumable inventory.
- Maintain appropriate stock of frequently used and critical spare parts.
- Assist with identifying and ordering replacement parts.
- Track purchase requests, purchase orders, deliveries, backorders, and outstanding maintenance materials.
- Maintain organized parts storage and appropriate inventory records.
- Work with technicians and maintenance leadership to identify critical spares for production equipment.
Vendor & Contractor Coordination- Coordinate visits by equipment manufacturers, contractors, and outside maintenance/service vendors.
- Obtain quotes and supporting documentation as requested.
- Schedule service activities around production requirements.
- Maintain vendor contact information, service records, proposals, and related documentation.
- Coordinate required site access and ensure contractors are connected with the appropriate internal contact.
Preventive Maintenance- Help maintain the preventive maintenance program for production equipment, facility systems, and utilities.
- Generate and distribute scheduled PM work orders.
- Monitor PM completion and identify overdue activities.
- Work with Maintenance leadership to adjust PM frequencies based on equipment history and operating requirements.
- Maintain documentation supporting preventive and corrective maintenance activities.
Cross-Functional Coordination- Serve as a day-to-day coordination point between Maintenance and Operations regarding equipment availability, planned work, and outstanding repairs.
- Communicate maintenance schedules and equipment status to appropriate stakeholders.
- Coordinate with FSQA and Sanitation when maintenance work affects food-contact areas, sanitation activities, or equipment readiness.
- Support maintenance-related inspection and audit documentation.
This cross-functional emphasis matches the company's existing senior maintenance expectations, which call for Maintenance to partner with Operations, FSQA, Sanitation, and Reliability to support equipment readiness and food safety.Reporting & Administrative Support- Maintain departmental maintenance files, equipment manuals, service records, inspection records, and vendor documentation.
- Prepare weekly maintenance status reports and dashboards.
- Track departmental KPIs as defined by Maintenance leadership.
- Assist with maintenance purchasing and invoice reconciliation.
- Support maintenance projects by tracking actions, materials, vendors, schedules, and completion status.
- Assist Maintenance leadership with scheduling, documentation, and departmental administrative needs.
QualificationsRequired- High school diploma or GED.
- 2+ years of experience in maintenance coordination, maintenance administration, manufacturing operations, parts/inventory, facilities coordination, or a similar environment.
- Strong organizational and follow-through skills.
- Working knowledge of Microsoft Excel, Outlook, and other standard business applications.
- Ability to manage multiple competing priorities in a fast-paced manufacturing environment.
- Strong written and verbal communication skills.
- Ability to work effectively with maintenance technicians, operations leaders, vendors, and cross-functional teams.
Preferred- Experience working in food manufacturing or another regulated manufacturing environment.
- Experience with a CMMS or maintenance work-order system.
- Familiarity with preventive maintenance processes.
- Experience coordinating spare-parts inventory and maintenance purchasing.
- Basic understanding of manufacturing equipment and mechanical/electrical maintenance terminology.