Maintenance Coordinator

Roles and responsibilities

The Maintenance Coordinator serves as the primary contact and liaison between customers and the service department. This role involves preparing repair orders, diagnosing vehicle issues, recommending repairs, and ensuring that all service activities comply with company policies and regulations. The ideal candidate will possess strong technical knowledge of automotive maintenance, exceptional customer service skills, and the ability to manage multiple tasks efficiently.
Job Responsibilities/Accountabilities:
Repair Orders and Documentation:
- Prepare detailed repair orders, ensuring all necessary signatures are obtained for accurate record-keeping.
- Draft work orders with clear, comprehensive information.
- Maintain parts stock inventory with store.
- Check SLA (service level agreement) for individual lease customer and maintain standard repair.
Vehicle Diagnostics and Repair Recommendations:
- Diagnose vehicle issues and recommend appropriate repairs to customers.
- Consult with technicians regarding necessary repairs and explore cost-effective alternatives when applicable.
- Arrange for vehicle inspections (e.g., passing inspections) in preparation for registration renewals.
- Create job estimates based on labor time using dealership rate schedules.
- Follow repair order processes to ensure timely completion.
Customer Relationship:
- Assist customers by providing product information and checking inventory availability.
- Advise customers on automotive maintenance and repair services, explaining the benefits and necessities of proposed repairs.
- Develop and maintain strong customer relationships by delivering exceptional service and ensuring satisfaction with the work performed.
Data Management:
- Enter and maintain detailed records of fleet information to provide accurate updates to management as needed.
- Collaborate closely with the service and fleet teams to track vehicle movements and update the system accordingly.
- Submit weekly, daily, and ad hoc reports as required.
Compliance and Safety:
- Ensure compliance with company policies, state regulations, and safety standards related to automotive service operations.

Desired candidate profile

A Maintenance Coordinator oversees and manages the day-to-day operations of maintenance activities within an organization. This role ensures that all facilities, equipment, and systems are functioning efficiently and are well-maintained. The Maintenance Coordinator is responsible for scheduling repairs, managing preventive maintenance programs, and ensuring compliance with safety standards.

Key Responsibilities

Scheduling and Coordination

• Plan and schedule routine maintenance and repair tasks for equipment, machinery, and facilities.
• Coordinate with maintenance technicians, contractors, and vendors to ensure timely execution of tasks.
• Ensure maintenance work is carried out during off-peak hours to minimize disruption to operations.

Preventive Maintenance

• Develop and implement a preventive maintenance program to reduce downtime and extend the life of equipment.
• Monitor the condition of machinery, HVAC systems, and other critical infrastructure to prevent breakdowns.
• Maintain records of maintenance activities, inspections, and repairs.

Troubleshooting and Repairs

• Respond to emergency repair requests and coordinate the troubleshooting and fixing of mechanical, electrical, or plumbing issues.
• Evaluate the severity of issues and determine whether in-house technicians or external contractors are required.
• Ensure repairs are conducted promptly and to the required safety and quality standards.

Inventory and Supplies Management

• Maintain an inventory of parts, tools, and equipment needed for repairs and maintenance.
• Order and track supplies to ensure availability and prevent unnecessary delays in maintenance work.
• Ensure compliance with budgetary constraints when ordering materials and supplies.

Compliance and Safety

• Ensure that all maintenance work complies with health, safety, and environmental regulations.
• Conduct safety audits and inspections to identify hazards or areas requiring improvement.
• Work with management to implement corrective actions following safety assessments.

Team Management and Supervision

• Supervise maintenance staff or external contractors, ensuring they follow the correct procedures and safety protocols.
• Provide training and guidance to maintenance staff on proper repair techniques and equipment handling.
• Evaluate the performance of maintenance staff and recommend improvements or additional training.

Reporting and Documentation

• Keep accurate records of all maintenance activities, including work orders, inspection reports, and completed repairs.
• Generate regular maintenance reports for management, highlighting issues, trends, and necessary improvements.
• Track maintenance costs and work to stay within budgetary limits.