Maintenance Coordinator

Job Summary:

The Maintenance Coordinator serves as the central administrative and operational support for the hospital's Facilities Management team. This role is critical to the efficient functioning of the department, overseeing work order management, scheduling, vendor coordination, and ensuring compliance with regulatory standards. The Coordinator acts as a crucial link between the maintenance staff, other hospital departments, and external contractors, contributing significantly to maintaining a safe, functional, and well-maintained healthcare environment.

Key Responsibilities (Essential Duties):

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2. Work Order Management (CMMS Specialist):
   
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   • Manage the Computerized Maintenance Management System (CMMS): Act as the primary administrator and power user for the CMMS.
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   • Receiving & Dispatching: Receive, prioritize, process, and dispatch work orders from various hospital departments to appropriate maintenance mechanics or external vendors.
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   • Scheduling: Develop, coordinate, and maintain maintenance schedules for both reactive and preventive maintenance tasks, optimizing resource allocation and minimizing disruption to patient care.
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   • Tracking & Reporting: Monitor the status of all open work orders, ensure timely completion, and generate reports on CMMS data (e.g., response times, completion rates, cost analysis, backlog).
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   • Data Integrity: Ensure accurate data entry and maintain the integrity of asset records, equipment history, and maintenance logs within the CMMS.
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4. Vendor & Contractor Coordination:
   
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   • Liaison: Serve as the primary point of contact for external maintenance vendors and contractors.
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   • Scheduling & Oversight: Schedule vendor visits, coordinate access to hospital areas, and monitor their work to ensure compliance with hospital policies, safety standards, and project timelines.
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   • Service Agreements: Assist in tracking and managing service contracts, ensuring services are rendered as agreed and facilitating renewals.
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6. Administrative Support:
   
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   • Documentation: Maintain comprehensive electronic and physical files for equipment manuals, warranties, service agreements, safety documentation, permits, licenses, and inspection reports.
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   • Correspondence: Prepare and distribute memos, reports, and other communications for the Facilities Department.
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   • Meeting Support: Schedule and coordinate department meetings, prepare agendas, and take minutes.
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8. Procurement & Inventory:
   
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   • Parts & Supplies Ordering: Generate purchase requisitions for maintenance parts, supplies, and tools. Track orders, verify deliveries, and reconcile invoices.
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   • Inventory Management: Assist in maintaining an organized inventory of spare parts and critical supplies within the department.
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10. Compliance & Regulatory Support:
    
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    • Accreditation Prep: Assist in gathering and organizing documentation required for regulatory inspections and audits by bodies such as The Joint Commission (TJC), CMS, OSHA, and local fire marshals.
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    • Policy Adherence: Ensure the department's administrative processes comply with hospital policies, safety regulations, and infection control standards.
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    • Training Records: Track and maintain training records for maintenance staff, especially those related to safety and specialized certifications.
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12. Budget & Financial Support (As required):
    
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    • Assist the Facilities Manager with monitoring department expenditures against budget.
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    • Process invoices and expense reports for approval.
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14. Communication & Customer Service:
    
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    • Answer departmental phones, respond to inquiries, and provide information to hospital staff regarding maintenance requests.
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    • Facilitate effective communication between facilities staff, other hospital departments, and leadership.
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Required Qualifications:

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• Education: High School Diploma or GED required. Associate's Degree in Business Administration, Facilities Management, or a related field preferred.
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• Experience:
  
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  • Minimum of 3-5 years of administrative experience in a fast-paced environment.
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  • At least 2 years of experience in a facilities management, maintenance, or operations department, preferably within a commercial or institutional setting.
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  • Demonstrated experience using a Computerized Maintenance Management System (CMMS) is essential.
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• Technical Skills:
  
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  • Advanced proficiency in CMMS software (Work Order Management, Scheduling, Reporting).
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  • Advanced proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
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  • Ability to read and understand technical documents such as equipment manuals, invoices, and service contracts.
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• Organizational Skills:
  
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  • Exceptional organizational skills with a strong attention to detail.
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  • Proven ability to manage multiple tasks, prioritize effectively, and meet deadlines.
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• Communication Skills:
  
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  • Excellent verbal and written communication skills, with the ability to communicate clearly and professionally with all levels of staff and external contacts.
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  • Strong interpersonal skills and a customer service-oriented approach.
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• Problem-Solving:
  
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  • Ability to identify and resolve administrative and scheduling issues efficiently.
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• Work Ethic:
  
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  • Self-motivated, proactive, and able to work independently with minimal supervision.
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  • High degree of professionalism and discretion when handling sensitive information.
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Preferred Qualifications:

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• Experience:
  
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  • Prior experience in a hospital or healthcare setting, particularly with exposure to TJC (The Joint Commission) or other healthcare regulatory standards.
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  • Experience coordinating trades (HVAC, Electrical, Plumbing) or project management support.
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• Certifications:
  
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  • Certified Maintenance and Reliability Technician (CMRT) or similar certification.
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• Technical Skills:
  
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  • Familiarity with financial software or purchasing systems.
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  • Basic understanding of building systems and maintenance terminology.
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