Maintenance Coordinator

Job TitleJob DescriptionResponsibilitiesProcurement (Purchase Orders)Initiate, process, and track purchase orders for maintenance supplies, parts, equipment, and contracted services.Coordinate with vendors and internal procurement/purchasing staff to resolve order discrepancies, backorders, and delivery issues.Maintain accurate purchase order records in alignment with University procurement policies.InvoicingReview, verify, and process vendor invoices against purchase orders and delivery confirmations.Reconcile invoice discrepancies with vendors and internal finance staff.Support month-end and year-end financial closeout activities related to maintenance expenditures.Maintain organized invoice and payment records for audit readiness.Departmental Asset TagsCoordinate the tagging, labeling, and asset-tracking of departmental equipment and tools in accordance with University asset management standards.Maintain up-to-date records of tagged assets, including location, condition, and assignment.Support periodic equipment audits and inventory reconciliation tied to departmental tagging systems.Project Management SupportAssist Facility Managers and Skilled Trades leadership with scheduling, tracking, and documentation for capital and departmental maintenance projects.Coordinate timelines, milestones, and deliverables across trades, vendors, and internal stakeholders.Prepare project status updates, meeting notes, and progress reports for leadership review.Document ManagementOrganize, maintain, and archive facilities-related documentation, including manuals, warranties, permits, and compliance records.Ensure documents are accurately filed and readily accessible for staff, auditors, and University personnel.Support version control and standardization of departmental forms, templates, and procedures.CMMS AdministrationServe as a day-to-day administrator of the Computerized Maintenance Management System (CMMS), supporting data entry, updates, and system accuracy.Assist with CMMS standardization efforts, including asset records, PM schedules, and reporting workflows.Train and support staff on CMMS use and troubleshoot routine system issues.Generate reports from the CMMS to support operational decision-making and leadership reporting.Work Order MonitoringEnter, assign, and track work orders in the CMMS in a timely and accurate manner.Monitor work order status and follow up with AMTs, Facility Managers, and trades staff to ensure timely completion.Close out completed work orders with appropriate documentation, labor, and materials recorded.Safety (EH&S) Documentation SupportAssist with maintaining Environmental, Health, & Safety (EH&S) documentation, including inspection records, training logs, and compliance certifications.Support scheduling and tracking of required safety trainings and certifications for maintenance and trades staff.Help coordinate documentation for aerial lift, equipment, and other safety-related inspections.Inventory ManagementMonitor and maintain inventory levels of maintenance parts, tools, and supplies.Conduct periodic inventory counts and reconcile discrepancies.Coordinate reordering of stock items to prevent shortages that could delay maintenance and work order completion.Required QualificationsAbility to coordinate and collaborate with others in a fast paced working environment to meet tight deadlines/service needs.Strong professional communication skills (written and verbal)Ability to establish and maintain a positive working relationship with all team members and customersAbility to work weekends as neededWorking experience with Google SuiteMust be able to fulfill the requirements to drive a University vehicle (includes review of driving record)Desired QualificationsBasic knowledge of facility maintenance operations, utilities, and the built environmentExperience with web based work order management softwareWorking knowledge of game day operations, including but not limited to setup of intercollegiate football, basketball, and hockey contestsKnowledge of NCAA and Big Ten Compliance rulesKnowledge of general industry and construction health and safety regulationsModes of WorkPositions that are eligible for hybrid or mobile/remote work mode are at the discretion of the hiring department. Work agreements are reviewed annually at a minimum and are subject to change at any time, and for any reason, throughout the course of employment. Learn more about the work modes.Additional InformationIn addition to a career filled with purpose and opportunity, The University of Michigan offers a comprehensive benefits package to help you stay well, protect yourself and your family and plan for a secure future. Benefits include:Generous time offA retirement plan that provides two-for-one matching contributions with immediate vestingMany choices for comprehensive health insuranceLife insuranceLong-term disability coverageFlexible spending accounts for healthcare and dependent care expensesBackground ScreeningThe University of Michigan conducts background checks on all job candidates upon acceptance of a contingent offer and may use a third party administrator to conduct background checks. Background checks are performed in compliance with the Fair Credit Reporting Act.Application DeadlineJob openings are posted for a minimum of seven calendar days. The review and selection process may begin as early as the eighth day after posting. This opening may be removed from posting boards and filled any time after the minimum posting period has ended.U-M EEO StatementThe University of Michigan is an Equal Opportunity Employer. We are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants, including protected veterans and individuals with disabilities.