How to Be Maintenance Coordinator - Job Description, Skills, and Interview Questions

Mar 8, 2021 / 6 Minutes Read / By Albert

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The lack of a Maintenance Coordinator can lead to a number of negative consequences within an organization. Without someone to oversee maintenance, equipment and machinery may not be properly maintained or repaired in a timely manner, leading to an increase in breakdowns and a decrease in efficiency. This can result in higher costs due to additional repairs, and can also lead to delays in production or delivery times, causing further financial loss.

an inadequate maintenance program can lead to safety issues due to the use of malfunctioning equipment, which can put both employees and customers at risk. Therefore, having a Maintenance Coordinator to manage a comprehensive maintenance program is essential for organizations in order to ensure the safe and efficient operation of equipment and machinery.

Steps How to Become

Obtain a high school diploma or equivalent degree. Most employers require Maintenance Coordinators to have a high school diploma or equivalent degree.
Earn a degree in a related field. A college degree in engineering, business administration, or a related field is beneficial for those looking to become Maintenance Coordinators.
Gain experience in maintenance and repair. Experience in maintenance and repair of equipment, buildings, and systems is important for Maintenance Coordinators. Prospective Maintenance Coordinators should gain experience in these areas through internships, volunteer work, or working as a technician or assistant.
Develop strong organizational skills. Maintenance Coordinators must be able to organize their work and prioritize tasks in order to ensure that maintenance and repairs are completed on time and efficiently.
Become familiar with safety regulations. Maintenance Coordinators must be knowledgeable of safety regulations related to the equipment and buildings they are responsible for maintaining.
Obtain certification. Obtaining certification in a related field such as construction or engineering can be beneficial for those looking to become Maintenance Coordinators.
Apply for open positions. After meeting all of the necessary qualifications, individuals should search and apply for open positions as Maintenance Coordinators.

The role of a Maintenance Coordinator is to ensure that maintenance tasks are completed efficiently and effectively. To be successful in this role, it is important to have a range of skills including organization, prioritization, problem-solving, technical understanding and communication. Having strong organizational skills and the ability to prioritize tasks is essential for a Maintenance Coordinator as it enables them to efficiently coordinate and manage maintenance operations.

problem-solving skills are essential to identify potential issues and recommend solutions. Technical understanding to interpret technical documents and communicate technical information is also important. Finally, having good communication skills allows the Maintenance Coordinator to work collaboratively with other departments and external stakeholders.

These key skills and abilities allow the Maintenance Coordinator to ensure that maintenance tasks are completed with an emphasis on safety, quality and cost-effectiveness.

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Job Description

Develop and implement preventative maintenance plans, schedules and procedures.
Monitor and inspect facility equipment to ensure efficient operation.
Schedule and prioritize maintenance tasks according to urgency, safety and reliability.
Identify and diagnose mechanical, electrical and plumbing problems.
Coordinate with contractors, vendors and suppliers to obtain necessary materials and services.
Maintain records of maintenance activities, supplies and materials.
Develop and maintain relationships with outside service providers.
Train staff on proper maintenance techniques and procedures.
Create and maintain a safe work environment for all staff members.
Create work orders for all repairs, replacements and maintenance needs.
Inspect all equipment for safety, reliability and performance.
Monitor inventory of parts and supplies required for maintenance work.
Prepare budget estimates and ensure cost-effectiveness of all maintenance activities.

Skills and Competencies to Have

Excellent communication skills, both verbal and written.
Ability to prioritize tasks and manage time efficiently.
Knowledge of building systems, plumbing, electrical, and other maintenance functions.
Ability to troubleshoot problems and identify solutions.
Ability to read blueprints and schematics.
Ability to use hand tools and power tools safely and efficiently.
Knowledge of safety precautions and procedures related to all maintenance tasks.
Knowledge of preventive maintenance, cleaning, and repair procedures.
Attention to detail and accuracy in all work-related tasks.
Strong customer service skills and ability to work with people at all levels of the organization.
Strong organizational skills and ability to work independently with minimal supervision.
Ability to lift up to 50 pounds with or without assistance.

Having excellent organizational and communication skills is essential for any Maintenance Coordinator. The ability to organize, plan, and effectively communicate with personnel and other stakeholders is key, as it ensures the smooth operation of all maintenance activities. Poor organization and communication can lead to delays in the completion of maintenance tasks and projects, resulting in costly downtime, increased expenses, and lost customer satisfaction.

Furthermore, the Maintenance Coordinator must be able to anticipate potential problems and take preventative measures before they become issues. This requires strong problem-solving skills and the ability to think critically and quickly. Lastly, a good technical understanding of maintenance systems and processes is necessary for a successful Maintenance Coordinator, as they must be able to identify and assess potential risks, evaluate performance metrics, and make data-driven decisions.

With these skills in place, a Maintenance Coordinator can ensure maximum efficiency and effectiveness of all maintenance-related activities.

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Frequent Interview Questions

What experience do you have in maintenance coordination?
How do you prioritize repairs and maintenance for multiple locations?
What strategies do you employ to keep costs down?
What methods do you use to ensure accuracy and control of inventory?
How do you stay organized when dealing with multiple tasks?
How would you handle a situation where a tenant is unhappy with the maintenance response time?
What types of maintenance do you specialize in?
What safety practices do you employ when performing maintenance tasks?
How do you stay up-to-date on relevant industry regulations and standards?
How do you ensure that each job is completed on schedule and within budget?

Common Tools in Industry

CMMS (Computerized Maintenance Management System). A computer system that tracks and records maintenance tasks and activities, with an example being eMaint.
Asset Tracking Software. Software used to track and manage physical assets, such as inventory, tools, and equipment, with an example being Asset Panda.
Preventive Maintenance Software. Software used to track and schedule preventive maintenance tasks in order to ensure the smooth running of systems, with an example being Fiix.
Work Order Management Software. Software used to create, assign, and track work orders, with an example being ManageEngine ServiceDesk Plus.
Safety Management Software. Software used to manage safety programs, processes, and documents, with an example being Intelex.
Barcode Scanner. A device used to scan barcodes in order to track assets and record data, with an example being the Honeywell Voyager 1602g.
Time Tracking Software. Software used to track employee hours worked, with an example being TSheets.
Data Analysis Software. Software used to analyze large amounts of data for insights and trends, with an example being Tableau.

Professional Organizations to Know

American Society of Civil Engineers (ASCE)
American Institute of Architects (AIA)
International Facility Management Association (IFMA)
Construction Financial Management Association (CFMA)
Building Owners and Managers Association (BOMA)
Institute of Real Estate Management (IREM)
National Electrical Contractors Association (NECA)
Association of Maintenance Professionals (AMP)
International Code Council (ICC)
American Society of Heating, Refrigeration & Air Conditioning Engineers (ASHRAE)

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Common Important Terms

Preventive Maintenance. Maintenance that is done regularly to prevent failures, malfunctions, and breakdowns of equipment or systems.
Predictive Maintenance. Maintenance that is done based on predictions or forecasts of when equipment or systems may fail or need maintenance.
Corrective Maintenance. Maintenance that is done after an equipment or system failure has occurred in order to repair it and get it back up and running.
Reliability Engineering. The application of engineering principles and techniques to the design and maintenance of reliable systems.
Root Cause Analysis. The process of determining the underlying cause of a problem or failure in order to prevent its recurrence.
Asset Management. The process of managing physical assets such as equipment, buildings, and vehicles in order to maximize their value and life cycle.
Quality Assurance. The practice of ensuring that products and services meet certain standards of quality before they are released to the public.
Work Order Management. The process of tracking, approving, scheduling, and monitoring work orders related to maintenance tasks.

Frequently Asked Questions

What is the primary responsibility of a Maintenance Coordinator?

The primary responsibility of a Maintenance Coordinator is to oversee the day-to-day maintenance and upkeep of a facility, ensuring that all areas are kept in a safe and functional condition.

What qualifications are required to be a Maintenance Coordinator?

To be a Maintenance Coordinator, candidates typically need to have a high school diploma or equivalent and several years of experience in the maintenance field. Knowledge of basic building maintenance and repair, electrical systems, plumbing, and HVAC systems is also necessary.

What types of tasks do Maintenance Coordinators typically perform?

Maintenance Coordinators usually perform various tasks such as inspecting buildings and equipment, repairing damaged areas, performing preventative maintenance, and making sure safety regulations are followed. They may also be responsible for scheduling repairs and coordinating with outside contractors when necessary.

How many hours a week does a typical Maintenance Coordinator work?

A typical Maintenance Coordinator works around 40 hours per week. Depending on the facility, the hours may be flexible or may require weekend or evening shifts.

What is the average annual salary for a Maintenance Coordinator?

The average annual salary for a Maintenance Coordinator is approximately $50,000 - $60,000 per year. Salaries can vary based on experience and location.