Maintenance Data Coordinator

Department: Maintenance
Reports To: Director of Maintenance
Supervises: None, unless assigned
Capital Area Transit System (CATS) is accepting applications from qualified employees for the position of Maintenance Data Coordinator.

Position Summary

The Maintenance Data Coordinator coordinates maintenance data, work-order records, preventive-maintenance documentation, fleet mileage, defect information, parts and labor data, and recurring performance reports.

The position helps ensure Maintenance records are accurate, timely, complete, and audit-ready and provides information used by management to monitor fleet reliability, preventive-maintenance compliance, work-order backlog, productivity, and other maintenance performance measures.

Key Responsibilities

• Review maintenance work orders for completeness, accuracy, coding, labor, parts, mileage, defects, repairs, and closeout information.
• Identify missing, incomplete, or inconsistent records and coordinate corrections with Maintenance supervisors and staff.
• Maintain standardized data-entry procedures, coding conventions, and vehicle/equipment history records.
• Monitor preventive-maintenance due dates, mileage/hours, completion status, and exceptions.
• Prepare upcoming-due, overdue, and preventive-maintenance compliance reports.
• Maintain supporting documentation for audits, inspections, and management reviews.
• Prepare recurring reports and dashboards for fleet availability, road calls, reliability, open work orders, repeat defects, PM compliance, labor, overtime, and parts usage.
• Analyze data for trends, inconsistencies, and unusual patterns requiring management review.
• Support weekly, monthly, quarterly, and annual reporting requirements.
• Provide source data for executive, Finance, asset-management, and regulatory reporting as assigned.
• Track defect trends, repeat repairs, warranty items, and repair status as assigned.
• Support warranty documentation with accurate repair and parts histories.
• Coordinate data needs with Maintenance, Transit Asset, Finance, Procurement, Transportation, and other departments.
• Support maintenance-management software, data cleanup, standardized user procedures, and report development.
• Assist users with data and reporting questions and identify opportunities to improve data quality and workflow.
• Maintain organized electronic records and protect confidential and sensitive information.

Minimum Qualifications

• Minimum of two (2) years of experience in data coordination, maintenance records, work-order administration, fleet systems, inventory, accounting support, reporting, database administration, or a related administrative/data function.
• Strong spreadsheet, data-entry, reconciliation, recordkeeping, and reporting skills.
• Demonstrated ability to review detailed information for accuracy, identify discrepancies, and coordinate corrections.
• Ability to organize and analyze data and prepare accurate recurring reports.
• Ability to learn maintenance terminology, vehicle and equipment records, preventive-maintenance processes, and fleet-management software.
• Strong attention to detail, organization, communication, analytical, and problem-solving skills.
• Proficiency with Microsoft Office applications, including Excel.

Preferred Qualifications

• Associate degree or relevant technical, business, accounting, data, or administrative education.
• Experience with fleet maintenance, transportation, vehicle/equipment, work-order, or asset-management systems.
• Experience tracking preventive-maintenance schedules or compliance requirements.
• Experience developing spreadsheets, dashboards, or recurring performance reports.
• Experience with inventory, parts, warranties, or maintenance-related records.

Additional Requirements

• Ability to work variable hours as operational needs require.
• Ability to occasionally work in maintenance shop, facility, and field environments.

Capital Area Transit System is an Equal Opportunity Employer.