Job Description

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.