Maintenance Coordinator

Job Description

Job Description Objective: This position is responsible for coordinating all maintenance activities, ensuring smooth communication between internal teams, contractors, and vendors. The Maintenance Coordinator oversees service requests, manages administrative tasks, maintains system records, and supports operational efficiency to ensure timely resolution of maintenance issues across the organization.

Key Responsibility: Maintenance Coordination & Service Desk Operations

• Manage inbound service and maintenance requests, and ensure accurate assignment and scheduling of technicians.
• Coordinate maintenance calls and ensure timely response to service requirements across retail and office locations.
• Track all service and repair activities, maintaining accurate logs and ensuring timely follow-up on open tasks.

Vendor & Internal Communication

• Liaise with brand teams, maintenance teams, suppliers, and contractors to ensure clarity of requirements and service delivery.
• Administer local purchase orders (LPOs) and ensure follow-up on vendor commitments and procurement timelines.

Scheduling & Reporting

• Prepare, update, and share daily/weekly/monthly maintenance schedules and reports.
• Coordinate spares and part requirements based on inspection reports and ensure availability to avoid service delays.
• Maintain detailed documentation of maintenance activities, asset records, and service history.

Inventory & System Management

• Support inventory tracking of tools, spare parts, and consumables; maintain stock level records and consumption patterns.
• Utilize Computerized Maintenance Management Systems (CMMS) to track requests, assign jobs, and close work orders.

Administrative Support

• Support the Maintenance Manager and technical teams with administrative tasks, communication, and documentation.
• Compile reports, assist with budgeting inputs, and ensure timely escalation of unresolved service issues.

Desired Experience:

• Diploma or higher in Civil, Electrical, or Mechanical Engineering.
• 2–4 years of experience in maintenance coordination, preferably within retail, facility management, or technical service environments.
• Proficient in MS Office (Excel, Outlook, Word) and Computerized Maintenance Management Systems (CMMS).
• Strong communication and interpersonal skills; ability to work with cross-functional teams.
• Detail-oriented, proactive, and capable of managing multiple priorities in a fast-paced environment.
• Customer service orientation with experience in handling service desk requests.