Maintenance Coordinator

Job Summary

The Maintenance Coordinator supports the day-to-day operation of the organization’s vehicles by coordinating inspections, maintenance, and documentation. This role focuses on ensuring vehicles are safe, properly maintained, and compliant with basic regulatory and organizational requirements. In addition, the Maintenance Coordinator provides administrative and operational support to overall maintenance functions, including scheduling facility and equipment repairs, coordinating service requests, maintaining maintenance records, and assisting with preventative maintenance tracking. This role works closely with maintenance staff and vendors to ensure timely completion of work orders and supports the efficient operation of facilities and equipment.

Key Responsibilities

Vehicle & Fleet Coordination

• Coordinate and schedule vehicle inspections, preventative maintenance, and repairs
• Maintain accurate vehicle records, including maintenance logs, inspections, and compliance documentation
• Monitor vehicle condition and report issues to ensure safety and reliability
• Coordinate with vendors for vehicle servicing and repairs
• Track and ensure completion of required inspections and regulatory requirements

Maintenance Coordination & Support

• Receive, prioritize, and coordinate maintenance requests for facilities and equipment
• Schedule routine, preventative, and emergency maintenance and repairs
• Dispatch maintenance staff or coordinate with external vendors/contractors as needed
• Track progress and completion of maintenance work orders to ensure timely resolution
• Assist with basic maintenance tasks as needed (e.g., inspections, supply organization)

Administrative Duties

• Maintain maintenance schedules, calendars, and service logs for vehicles, facilities, and equipment
• Maintain organized documentation for maintenance activities, inspections, and compliance
• Assist with obtaining quotes, coordinating vendors, and processing invoices
• Monitor inventory of maintenance supplies and coordinate ordering

Communication & Coordination

• Serve as a point of contact for maintenance-related requests from staff and locations
• Communicate status updates and timelines to appropriate stakeholders
• Coordinate site access for maintenance staff and vendors
• Escalate urgent or unresolved issues to management

Compliance & Safety

·         Support compliance with organizational policies and applicable safety and regulatory standards

·         Maintain accurate documentation for inspections, audits, and safety checks

·         Assist in identifying and reporting safety concerns related to vehicles, facilities, or equipment

·         Participate in safety committee activities, including reporting on inspections and identified issues related to facilities and vehicles

·         Conduct home inspections to ensure compliance with life safety codes and organizational standards

Qualifications and Skills

-          Must be 18 years of age

-          High school diploma or GED

-          Valid driver’s license with acceptable driving record

-          Basic understanding of vehicle and facility maintenance and safety practices

-          Strong organizational and recordkeeping skills with attention to details

-          Ability to track schedules, deadlines, and multiple task

-          Basic computer skills, including Microsoft Office (Excel, Word, Outlook)

-          Ability to communicate clearly with staff, vendors and supervisors

-          Ability to respond to issues in a timely and professional manner

Work Environment/Conditions