Maintenance Coordinator (29058)

Paycom - ATS; Village of Weedsport (NY); On-site; USD 42,000 - 52,000; Full time

Benefits offered by this job

Health insurance

Dental

Vision

Life Insurance

401K and 401K match

Paid Time Off

Pet Insurance and Discount plan

EAP- Employee Assistance Program

Profit Share Program

Job summary

Paycom - ATS in Weedsport, NY is seeking a Maintenance Coordinator to provide administrative and operational support for the National Maintenance Department. You will coordinate preventive maintenance activities, work orders, equipment records, vendor services, and technician scheduling across all properties.

The role requires strong organizational and communication skills, experience with CMMS or work order systems, and the ability to manage multiple tasks across locations.

Qualifications

• Strong organizational, administrative, and recordkeeping skills.
• Proficiency with Microsoft Office Suite, including Excel, Word, Outlook, and Teams.
• Strong communication, customer service, and interpersonal skills.
• Ability to manage multiple priorities, coordinate deadlines, and work independently.

Responsibilities

• Administer, maintain, and optimize the department's CMMS/work order management system.
• Develop, coordinate, and maintain preventive maintenance schedules for all company properties and assets.
• Receive, prioritize, document, and coordinate maintenance requests and work orders to ensure timely resolution.
• Schedule and coordinate National Maintenance Technicians for preventive, corrective, and project-related work.
• Monitor work order status, preventive maintenance completion, and overdue maintenance activities.
• Maintain accurate equipment, asset, warranty, service history, inspection, and compliance records.
• Coordinate and communicate with property contacts, maintenance personnel, vendors, contractors, and management regarding maintenance activities and service needs.
• Coordinate the procurement of maintenance materials, parts, supplies, and services, including obtaining quotations when required.
• Manage vendor and contractor relationships, including service scheduling and support of service agreements.
• Coordinate travel arrangements and logistics for maintenance personnel working across multiple properties.
• Prepare and distribute maintenance reports, KPI metrics, status updates, and management summaries.
• Assist with maintenance budgeting, annual maintenance planning, and resource forecasting.
• Maintain organized electronic and physical maintenance documentation and records.
• Support the Director of Maintenance and Lead Technicians with administrative and departmental initiatives.
• Promote standardized maintenance procedures, documentation practices, and operational consistency across all properties.

Skills

Organizational skills

Communication

Multitasking

Recordkeeping

Independent work

Customer service

Interpersonal skills

Education

Associate degree (Business Admin, Facilities, Construction)

Tools

CMMS

Microsoft Excel

Microsoft Word

Microsoft Outlook

Microsoft Teams

Work order management software

Job description

Job Details: Job Location: Corporate Office - Weedsport, NY 13166, Position Type: Full Time, Salary Range: $20.00 - $25.00 Hourly, Job Shift: Monday - Friday: 8:00am to 4:30pm, Job Category: Admin - Clerical

$20 - $25 per hour (based on experience)

Shift: Monday - Friday ; 8AM - 4:30PM

Job purpose

The Maintenance Coordinator provides administrative and operational support for the National Maintenance Department by coordinating preventive maintenance activities, work orders, equipment records, vendor services, and technician scheduling across all Page Enterprise properties. This role serves as the central point of communication for maintenance operations, ensuring maintenance activities are planned, documented, completed, and reported efficiently and consistently.

Duties and responsibilities

• Administer, maintain, and optimize the department's CMMS/work order management system.
• Develop, coordinate, and maintain preventive maintenance schedules for all company properties and assets.
• Receive, prioritize, document, and coordinate maintenance requests and work orders to ensure timely resolution.
• Schedule and coordinate National Maintenance Technicians for preventive, corrective, and project-related work.
• Monitor work order status, preventive maintenance completion, and overdue maintenance activities.
• Maintain accurate equipment, asset, warranty, service history, inspection, and compliance records.
• Coordinate and communicate with property contacts, maintenance personnel, vendors, contractors, and management regarding maintenance activities and service needs.
• Coordinate the procurement of maintenance materials, parts, supplies, and services, including obtaining quotations when required.
• Manage vendor and contractor relationships, including service scheduling and support of service agreements.
• Coordinate travel arrangements and logistics for maintenance personnel working across multiple properties.
• Prepare and distribute maintenance reports, KPI metrics, status updates, and management summaries.
• Assist with maintenance budgeting, annual maintenance planning, and resource forecasting.
• Maintain organized electronic and physical maintenance documentation and records.
• Support the Director of Maintenance and Lead Technicians with administrative and departmental initiatives.
• Promote standardized maintenance procedures, documentation practices, and operational consistency across all properties.

Benefits

• Meritain Aetna (offer two health insurance plans)
• Company Sponsored HRA card
• Colonial Supplemental Voluntary plans (accident, medical bridge, cancer & disability)
• Dental
• Vision (offer two plans)
• Life Insurance
• ER Life Insurance, 1x annual salary
• Pet Insurance and Discount plan
• EAP- Employee Assistance Program
• Profit Share Program
• 401K and 401K match
• PTO (Paid Time Off)

Qualifications

Required

• Strong organizational, administrative, and recordkeeping skills.
• Proficiency with Microsoft Office Suite, including Excel, Word, Outlook, and Teams.
• Strong communication, customer service, and interpersonal skills.
• Ability to manage multiple priorities, coordinate competing deadlines, and work independently.
• Ability to maintain accurate records and analyze maintenance-related data.
• Ability to coordinate activities across multiple locations and support a geographically dispersed maintenance team.

Preferred

• Associate degree in Business Administration, Facilities Management, Construction Management, or a related field preferred; equivalent experience may be considered.
• Two or more years of experience in facilities, maintenance, property management, construction, or a related field preferred.
• Experience using CMMS, work order management, or maintenance tracking software preferred.