Maintenance Planning & CMMS Coordinator

Department: Manufacturing Reliability & Asset Management

Level: 5A

Location: Farmingdale

Reports To: Director, Manufacturing Reliability & Asset Management or designated Maintenance leader

Classification note: This 5A role has been internally identified as “Coordinator, Maintenance 5A.”

FLSA Status: Non-Exempt

A day in the life

You start your morning reviewing yesterday’s production priorities and today’s preventive maintenance (PM) plan. Inside the CMMS, you confirm new requests are properly entered, assign work orders, and align the schedule with Operations so critical lines stay on track. You brief Maintenance on what’s due, which assets are most critical for food safety and uptime, and what vendor visits must be staged around sanitation windows. By mid-day, parts arrive for an upcoming changeout—you match packing slips to purchase orders, update inventory records, and stage spares in their bins. Before day’s end, you close out completed work with precise documentation, flag recurring issues for leadership, and publish a concise status dashboard of PM completion, backlog, and downtime hot spots.

What this role is—and isn’t

Unlike a Maintenance Technician III, who focuses on hands-on troubleshooting, diagnosis, and repair, this position concentrates on planning, coordination, documentation, CMMS administration, parts support, and follow-through so the right work happens at the right time with the right materials.

Core responsibilities

Maintenance planning & work orders

• Coordinate daily and weekly work orders and PM activities to align with production needs and equipment criticality.
• Administer the CMMS work-order flow—enter, assign, update, and close requests with complete information.
• Review open items, follow up with technicians, and help prioritize based on food safety and operational impact.
• Plan around equipment shutdowns, installs, repairs, and scheduled maintenance windows.

CMMS & maintenance records

• Maintain accurate asset records and equipment hierarchies.
• Ensure technicians record work performed, parts consumed, equipment condition, and corrective actions.
• Maintain maintenance histories and supporting documentation.
• Publish reports on open work, PM compliance, recurring failures, downtime, and backlog; surface patterns for leadership.

Parts, supplies & inventory

• Keep appropriate stock levels of critical and frequently used spares.
• Identify, request, and track replacement parts—purchase requests, POs, deliveries, and backorders.
• Organize parts storage and maintain accurate inventory records.
• Collaborate with maintenance leadership and technicians to define critical spares for production assets.

Vendors & contractors

• Coordinate OEM and contractor visits around production and sanitation schedules.
• Gather quotes and supporting documentation.
• Maintain vendor contacts, service histories, proposals, and related files.
• Arrange site access and connect contractors with the right internal partners.

Preventive maintenance program

• Issue and distribute scheduled PM work orders and monitor completion.
• Identify overdue activities and escalate as needed.
• Partner with leadership to refine PM frequencies based on equipment history and operating requirements.
• Maintain documentation for both preventive and corrective work.

Cross-functional coordination

• Serve as the daily bridge between Maintenance and Operations for equipment availability and planned work.
• Communicate schedules and equipment status to stakeholders.
• Coordinate with FSQA and Sanitation when maintenance affects food-contact areas, sanitation tasks, or equipment readiness.
• Support inspection and audit documentation related to maintenance.

Reporting & administrative support

• Maintain departmental files: manuals, service and inspection records, and vendor documentation.
• Prepare weekly maintenance status reports and dashboards; track KPIs defined by leadership.
• Assist with purchasing and invoice reconciliation.
• Track actions, materials, vendors, schedules, and completion for maintenance projects.
• Provide scheduling and documentation support for departmental needs.

Qualifications

Required

• High school diploma or GED.
• 2+ years in maintenance coordination/administration, manufacturing operations, parts/inventory, or facilities coordination.
• Exceptional organization and follow-through; calm under fast-paced, competing priorities.
• Proficiency with Microsoft Excel, Outlook, and standard business applications.
• Clear written and verbal communication; effective with technicians, operations leaders, vendors, and cross-functional partners.

Preferred

• Experience in food manufacturing or a regulated production environment.
• Hands-on familiarity with a CMMS or work-order system.
• Understanding of preventive maintenance methods.
• Experience coordinating spare-parts inventory and maintenance purchasing.
• Basic knowledge of manufacturing equipment and mechanical/electrical maintenance terminology.