Maintenance Administrator

Job Description

Job Description

Position: Maintenance Administrator

Reports To: Automation & Maintenance Manager

The Maintenance Administrator plays a key role in supporting maintenance efficiency, equipment reliability, and overall plant organization. This position maintains the Computerized Maintenance Management System (CMMS), spare-parts inventory, equipment records, purchasing activities, and contractor coordination processes to help ensure maintenance work is planned, tracked, documented, and completed effectively. The role also supports timely maintenance execution by sourcing parts and materials, coordinating with vendors and suppliers, and helping ensure critical resources are available when needed. Success in this position requires strong organization, attention to detail, basic technical understanding of plant equipment, and proactive communication with Maintenance, Production, Quality, Engineering, vendors, suppliers, and contractors.

Essential Job Functions:

Scheduling & Planning

• Manage the CMMS system to ensure work orders and routine tasks are properly created, assigned, tracked, and closed out.
• Work with Production, Quality, and Engineering to determine priority and scheduling requirements for planning and execution of tracked work orders and tasks.
• Coordinate inspections, calibration services, and training activities to support maintenance reliability goals.

Inventory & Procurement

• Oversee organization and storage of parts and retired machinery for accessibility, traceability, and proper documentation.
• Maintain accurate spare-parts inventory, lead times, and critical spares lists across all plant storage areas.
• Source, quote, and purchase maintenance parts, consumables, and service materials in accordance with company purchasing policies.
• Build and maintain relationships with vendors, suppliers, and distributors to ensure quality materials, timely deliveries, and competitive pricing.

Asset Management & Recordkeeping

• Develop and maintain an up-to-date equipment database containing specifications, OEM parts lists, maintenance history, and metadata.
• Assist in establishing Bills of Materials (BOMs) and maintenance task standards for all major equipment.
• Support asset lifecycle management by maintaining documentation for new equipment installations, modifications, and retirements.

Compliance & Contractor Coordination

• Coordinate and monitor third-party maintenance services such as HVAC, electrical, plumbing, fire suppression, scale calibration, and other facilities preventive maintenance services.
• Ensure all contractors and service providers follow site safety rules, GMP standards, and company work policies.

Minimum Qualifications

• High school diploma or equivalent required.
• Strong organization, attention to detail, and ability to follow through on assigned tasks.
• Basic mechanical aptitude or hands-on experience with tools, equipment, parts, production machinery, or maintenance-related work.
• Comfortable using computers, spreadsheets, email, and software systems to enter, track, and organize information.

Preferred Qualifications

• Prior experience in maintenance, production, machine operation, parts/inventory control, purchasing, or a mechanically focused role.
• Familiarity with CMMS software, work order systems, inventory systems, or purchasing platforms.
• Basic understanding of industrial equipment, maintenance parts, mechanical components, or electrical materials.
• Experience communicating with vendors, requesting quotes, placing orders, or tracking deliveries.

"All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of disability or protected veteran status. "