Maintenance Coordinator

Job Details: Job Location: Blackfoot ID - Blackfoot , ID, Salary Range: Undisclosed, The Maintenance Coordinator plays a vital role in supporting the maintenance department by

maintaining inventory, coordinating schedules, and handling administrative tasks. This position

ensures smooth day-to-day operations by working closely with the Maintenance Supervisor and

other team members to facilitate timely maintenance activities and efficient use of resources.

Key Responsibilities 

Inventory Support & Shipping Receipts:

Assist with maintaining inventory levels related to maintenance supplies and parts.
Perform shipping receipts, ensuring that incoming parts and materials match purchase orders and are accurately logged.
Conduct regular inventory audits and reorder parts as needed.
Process purchase requisitions for maintenance-related items, ensuring timely procurement of parts and supplies.

Maintain accurate records of parts usage within the maintenance department, ensuring

traceability.

Scheduling & Coordination:

Develop and maintain a maintenance schedule for both preventative and reactive tasks.
Provide the maintenance schedule to the Maintenance Supervisor for technician

dispatching.

Collaborate with the Maintenance Supervisor to adjust schedules based on priority

changes or urgent requests, ensuring minimal disruption to operations.

Data & Reporting:

Track work orders, maintenance history, and technician productivity using the

computerized maintenance management system (CMMS).

Prepare and submit regular reports to the Maintenance Manager on work orders,

inventory status, and vendor performance.

Vendor Invoice Management:

Review and verify incoming, discrepant vendor invoices.
Collaborate with vendors, receiving department, and accounts payable department to

resolve discrepancies.

Collaboration:

Work closely with the Maintenance Supervisor to ensure maintenance schedules align

with operational needs and necessary parts are available.

Communicate with other departments to ensure timely availability of parts and services.
Model company values – We listen, We walk our talk, We challenge tradition, We do the right thing, We work safe. 
Other duties and responsibilities may be assigned as necessary

 
Qualifications:
Experience in scheduling or coordinating maintenance work in an industrial setting.
Familiarity with maintenance operations, inventory control, and shipping receipt processes.
Proficiency with CMMS or similar systems.
Strong organizational skills with attention to detail.
Effective communication and collaboration skills.
Regular lifting, carrying, pushing, or pulling of materials weighing up to 50 lbs, performed safely and as part of normal duties.

Preferred Qualifications:

Experience with invoice management and vendor coordination.
Knowledge of parts inventory management and shipping procedures.
Proficiency in Microsoft Office Suite (Excel, Word, Outlook).
Familiarity with ERP systems for inventory and invoicing management.

Level 1 (Entry-Level/Foundational): 

Capable and competent in performing tasks, contributing to the team, and focusing on learning and applying foundational skills. 
Works under close guidance and supervision, requiring support for problem-solving and decision-making. 
Completes assigned tasks efficiently but primarily focuses on individual contributions. 
Shows eagerness to learn and develop but relies on established processes and routines. 

Level 2 (Intermediate/Proficient): 

Demonstrates strong competence in their role, able to handle more complex and varied tasks. 
Works with moderate independence, taking initiative to solve problems and adapt to changing circumstances. 
Balances efficiency with quality while optimizing work processes. 
Acts as a proactive collaborator, supporting cross-functional efforts and driving team outcomes and success. 

Level 3 (Advanced/Expert): 

Operates at an expert level, consistently delivering high-impact results to drive success and solving complex challenges.  
Works autonomously, taking ownership of outcomes, and trusted to make strategic decisions to elevate team performance. 
Innovates and optimizes processes, introducing new methods to achieve goals more efficiently. 
Demonstrates an excellent attitude, fostering collaboration, positivity, and alignment with organizational values; often oversees or mentors Level 1 and 2 employees. 
Consistently goes beyond assigned tasks, works through time constraints, aligns efforts with long-term goals, and setting a strong example for others.