Maintenance Dispatcher​/Administrator

Position Summary

The Maintenance Dispatcher / Maintenance Administrator is responsible for supporting the Maintenance Department by entering, assigning, tracking, and closing Work Orders (WOs). This role coordinates daily maintenance workflow, assists with scheduling, audits tool and equipment maintenance records, and ensures proper documentation and communication across departments. The position requires strong organizational skills, a high level of attention to detail, and the ability to work in a fast‑paced manufacturing environment.

Other duties may be assigned. Employees are required to follow safe work practices and be aware of company safety policies, ensuring all functions are performed ethically and in compliance with applicable policies.

• Create, enter, and maintain Work Orders (WOs) in the CMMS or maintenance tracking system.
• Assign Work Orders to appropriate maintenance personnel based on skill, urgency, and availability.
• Track progress of WOs and follow up with technicians to ensure timely completion.
• Close completed Work Orders with accurate labor hours, parts usage, and maintenance notes.
• Prioritize emergency or high‑impact maintenance requests.
• Serve as the primary point of contact for maintenance requests from production supervisors and support departments.
• Communicate equipment breakdowns and job status updates to production and leadership.
• Coordinate with maintenance leads and supervisors to schedule planned work.
• Issue job packets, maintenance instructions, documentation, and required permits (LOTO, hot work, etc.) as applicable.
• Maintain and audit records for tool calibration, tool repairs, and preventative maintenance schedules.
• Ensure compliance with internal audit requirements and customer/industry standards.
• Track upcoming tool maintenance due dates and notify responsible personnel.
• Maintain documentation of calibrated equipment and ensure accurate labeling and traceability.
• Maintain maintenance logs, inspection forms, downtime records, and daily activity summaries.
• Assist with maintaining parts inventory records and issuing parts for Work Orders.
• File, organize, and archive maintenance paperwork both digitally and physically.
• Support preventive maintenance (PM) program by generating PM WOs and tracking completion.
• Assist with preparing reports for audits, meetings, supervisors, and management.
• Communicate clearly with maintenance personnel, production, supervisors, and engineering.
• Escalate critical maintenance issues to leadership when necessary.
• Ensure all work order documentation and procedures comply with safety and quality standards.
• Provide regular updates on departmental performance metrics through dashboards.
• Responsible for purchase order / invoice reconciliation and follow‑up.

• Strong ability to read and interpret maintenance logs, forms, instructions, and basic technical information.
• Ability to write clear Work Order notes, maintenance summaries, and professional correspondence.
• Strong data entry accuracy and ability to manage multiple tasks simultaneously.
• Proficiency with CMMS systems (or willingness to be trained).
• Ability to solve basic scheduling and coordination problems in a fast‑paced environment.
• Strong communication skills with both maintenance and production teams.
• Basic knowledge of industrial equipment terms, tooling, and maintenance processes is preferred.

• High school diploma or GED required.
• 1–3 years of administrative, dispatching, maintenance support, or manufacturing experience preferred.
• Experience with CMMS systems (Fiix, MP2, SAP PM, eMaint, etc.) a plus.
• Equivalent combination of education and experience will be considered.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to stand; use hands to finger, handle, or feel objects, tools, or controls;

and talk or hear. The employee frequently is…