Maintenance Resources Coordinator

Maintenance Resources Coordinator

The Maintenance Resources Coordinator provides administrative and operational support to the Maintenance Resources Manager by assisting with inventory management, purchasing activities, vendor coordination, and maintenance system data entry. This role helps ensure accurate documentation, organized inventory storage, and efficient processing of maintenance-related transactions that support day-to-day facility operations. The position plays an important role in maintaining accurate records, supporting inventory control efforts, and ensuring maintenance materials and supplies are properly tracked throughout their lifecycle.

Essential Duties and Responsibilities

• Enter and maintain inventory, assets, and parts information within the Computerized Maintenance Management System (CMMS, MaintainX).
• Create, process, and fulfill purchase orders (POs) for maintenance-related materials, equipment, and supplies.
• Track company credit card receipts and reconcile expenses within the expense management platform (Emburse).
• Assist with inventory, including researching, ordering, labeling, organizing, and properly placing materials in designated storage locations.
• Support inventory control processes by assisting with cycle counts, audits, and discrepancy investigations.
• Maintain accurate records of inventory transactions, purchases, and maintenance-related documentation.
• Ensure storage areas remain organized, labeled, and accessible to support efficient operations.
• Assist in maintaining inventory accuracy by updating records as materials are received, moved, or consumed.
• Support preventive maintenance activities by ensuring required materials and documentation are available when needed.
• Prepare reports, spreadsheets, and supporting documentation as requested.
• Identify opportunities to improve administrative workflows, inventory processes, and documentation practices.
• Auxiliary with audit preparation and maintain organized records for inventory, purchasing, and maintenance activities.
• Perform other administrative and operational support duties as assigned.

Qualifications

• High school diploma or equivalent required; Associate degree in Business Administration, Supply Chain, Operations, or a related field preferred.
• 1-3 years of administrative, inventory, purchasing, or operations support experience preferred.
• Experience working with inventory management, purchasing systems, CMMS platforms, or similar software is preferred.
• Proficiency in Microsoft Office Suite, particularly Excel, Outlook, and Word, is required.
• Experience with expense management software (such as Emburse) is preferred.
• Strong organizational skills with exceptional attention to detail and accuracy.
• Ability to manage multiple tasks, prioritize responsibilities, and meet deadlines in a fast-paced environment.
• Strong written and verbal communication skills.
• Ability to work collaboratively with internal teams and external vendors.
• Basic understanding of inventory control, purchasing processes, and recordkeeping practices is preferred.
• Ability to maintain confidentiality and exercise sound judgment when handling company information.

Physical and Environmental Requirements

• Work performed in both office and industrial manufacturing environments.
• Frequent movement within warehouse and facility areas.
• Ability to lift or move materials up to 40 pounds as needed.
• Exposure to typical manufacturing environment conditions including noise, dust, and temperature variations.
• Compliance with all safety procedures and use of required personal protective equipment.