Coodinator, Maintenance

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 SummaryThe 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 for planning, coordination, documentation, CMMS administration, parts support, and follow-through. This distinction is consistent with Cosme Garcia Acosta's clarification that the Technician III position is separate from the Maintenance Coordinator role.Key ResponsibilitiesMaintenance 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.