Maintenance Administrator

Job Description

The Maintenance Administrator is responsible for coordinating and supporting all maintenance operations to ensure efficient, safe, and cost-effective facility and equipment maintenance. This position serves as the administrative hub for the maintenance department, managing work orders, preventive maintenance schedules, inventory control, purchasing activities, vendor coordination, maintenance records, and reporting functions. The Maintenance Administrator works closely with maintenance technicians, operations leadership, purchasing, and external vendors to maximize equipment uptime and operational efficiency.

Qualifications

Maintenance Administration

• Manage and maintain the Computerized Maintenance Management System (CMMS).
• Create, assign, track, and close work orders.
• Coordinate preventive, predictive, and corrective maintenance activities.
• Schedule maintenance work to minimize production interruptions.
• Maintain accurate maintenance records, logs, and documentation.
• Monitor maintenance KPIs and generate departmental reports.
• Assist in planning maintenance shutdowns and facility projects.
• Support compliance with company maintenance policies and procedures.

Inventory Control & Parts Management

• Maintain accurate inventory records for maintenance parts, supplies, and consumables.
• Monitor stock levels and establish reorder points for critical spare parts.
• Conduct regular inventory cycle counts and annual physical inventories.
• Track inventory usage and investigate discrepancies.
• Coordinate receipt, storage, and issuance of maintenance materials.
• Ensure proper organization of maintenance storerooms and parts rooms.
• Reduce inventory costs while maintaining operational readiness.
• Maintain inventory accuracy within the CMMS and ERP systems.
• Identify obsolete inventory and coordinate disposal processes.

Purchasing & Vendor Coordination

• Generate purchase requisitions for maintenance materials and services.
• Obtain quotes and coordinate with approved vendors and suppliers.
• Track orders, deliveries, and invoice reconciliation.
• Maintain vendor records, contracts, and service agreements.
• Coordinate contractor access, scheduling, and documentation.
• Assist with budget tracking and cost control initiatives.

Reporting & Data Management

• Prepare maintenance performance reports and dashboards.
• Track maintenance expenditures and inventory costs.
• Analyze maintenance trends and identify improvement opportunities.
• Maintain equipment histories and asset records.
• Generate reports related to downtime, work order completion, inventory usage, and preventive maintenance compliance.

Compliance & Safety

• Ensure maintenance documentation complies with company, customer, and regulatory requirements.
• Support OSHA, EPA, and company safety programs.
• Maintain records related to inspections, permits, certifications, and training.
• Assist with safety audits and corrective action tracking.
• Promote a safe work environment and adherence to all safety standards.

Communication & Coordination

• Serve as a liaison between maintenance, operations, production, purchasing, and management teams.
• Coordinate maintenance schedules with production requirements.
• Communicate equipment status updates and maintenance schedules.
• Support continuous improvement initiatives and department goals.
• Participate in departmental meetings and planning activities.

Additional Information

What do we offer you?

1. PTO, sick leave, 11 US paid holidays
2. Medical (currently BlueCross BlueShield), Dental and Vision Insurance, including Family coverage
3. Company paid Short- and Long-Term Disability Insurance
4. Company Paid Life Insurance
5. Company Paid Accidental Death & Dismemberment
6. 401K with employer match, currently 4%
7. Partial Tuition Reimbursement after 12 months

EEO

Stow US provides equal employment opportunities to all employees and applicants for employment. stow prohibits discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.