Facilities Administrator

Position Overview

We are seeking a detail-oriented Maintenance Planner / Coordinator to support maintenance operations through scheduling, vendor coordination, procurement support, and financial tracking activities. This role will work closely with maintenance teams, buyers, finance, and external vendors to ensure preventative and demand maintenance activities are executed efficiently and on schedule.

Key Responsibilities

Maintenance Planning & Scheduling

• Plan and schedule preventative maintenance and demand maintenance activities.
• Coordinate maintenance schedules to ensure timely completion of work orders.
• Track maintenance activities and provide updates to stakeholders as needed.

Procurement & Invoice Management

• Create and process Purchase Requisitions (PRs) and Purchase Orders (POs) within Xiam.
• Submit payments and manage invoice-related inquiries.
• Follow up on payment status and processing within SAP.
• Coordinate with buyers and corporate teams regarding purchasing activities and approvals.

Vendor Coordination

• Coordinate with external vendors for preventative maintenance and calibration services.
• Schedule vendor visits and ensure required maintenance activities are completed.
• Serve as a liaison between vendors, maintenance teams, and internal departments.

Financial & Administrative Support

• Provide accrual impact information to the Finance team.
• Track maintenance-related expenditures and payment status.
• Maintain accurate records and documentation related to maintenance activities, purchases, and invoices.

Qualifications

• High School Diploma or GED required.
• 2–3 years of experience in a similar maintenance planning, maintenance coordination, or administrative support role.
• Experience working with maintenance scheduling and vendor coordination.
• Strong organizational and communication skills.
• Ability to manage multiple priorities in a fast-paced environment.

Preferred Software Experience

• Maximo
• SAP
• Xiam

Preferred Skills

• Maintenance planning and scheduling
• Purchase requisition and purchase order processing
• Invoice and payment management
• Vendor coordination
• Financial accrual tracking
• Strong attention to detail and organizational skills