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. This position requires strong organizational skills, a high level of attention to detail, and the ability to work in a fast‑paced manufacturing environment.

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. This 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. In performing functions, duties or tasks, employees are required to know and follow safe work practices, and to be aware of Company policies and procedures related to job safety, including safety rules and regulations. All functions, duties or tasks are to be carried out in an honest, ethical and professional manner, and to be performed in conformance with applicable Company policies and procedures.

In the event of uncertainty or lack of knowledge of Company policies and procedures, employees are required to request clarification or explanations from superiors or authorized company representatives.

• 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.
• Responsible for providing regular updates on departmental performance metrics through the effective use of dashboards.
• Responsible for Purchase Order / Invoice…