Maintenance Coordinator

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The Maintenance Coordinator supports the Real Estate and Facilities (RE&F) and Critical Facilities Operations (CFOps) teams by coordinating, managing, implementing, updating critical asset and maintenance/repair scheduling and information to ensure the successful 24X7 operation of each site, as directed by the Manager, Maintenance Coordinators.

This Maintenance Coordinator also assists in the development of methods to optimize preventive and corrective maintenance processes, as well as maintenance and KPI reporting.

Working at NTT

ESSENTIAL DUTIES & RESPONSIBILITIES

• Receives, organizes, tracks, and provides updates on maintenance tasks from implementation to completion.

• Ensures all site Major Maintenance Calendars are kept up to date.

• Coordinates with CFOps and Facility Managers to ensure that required Preventative Maintenance activities are scheduled and performed in a timely manner and are properly documented.

• Provides planning and scheduling for necessary corrective maintenance performed in-house or via outside vendors as needed.

• Follows the Maintenance Notification Procedure for the initial notifications and any necessary changes to customers.

• Ensures that all work orders are completed in a timely manner and ensures that the work performed is properly documented.

• Creates and distributes reports on preventive maintenance completion, deferral, and corrective work order metrics as requested.

• Ensures that all preventative and corrective maintenance documentation is organized within the document management system to ensure each site is “audit ready” at all times.

• Functions as the Subject Matter Expert (SME) for the Computerized Maintenance Management System (CMMS) for assigned sites. Provides training and guidance to the CFOps technicians and Property Managers on the system as required.

• Maintains CMMS data, to include, but not limited to: complete list of company assets, accurate asset data, preventive maintenance plans, task lists, work orders and other modules.

• Participates as a member of the CMMS advisory team developing policy and procedures for CMMS system users.

• Creates timelines, prioritizes and implements work plans to ensure major tasks are completed in accordance with best practice.  Maintains a master PM schedule ensuring even work loading.

• Ensures that Change Management documentation is submitted and properly documented prior to the scheduled maintenance dates per current rules and regulations.

• Assists in establishing and maintaining critical spare parts inventory to ensure all required materials are always on site.

• Reviews Incident Reports and monitors follow-up maintenance actions.

• Assists with purchase status tracking in the Purchase Requisition process.

• Reviews documentation and preparation for annual audits and Business Continuity Plan testing.

• Assists with bid processes by verifying equipment lists and required maintenance for bid leveling and contract comparison between vendors. Provides input in evaluating vendor satisfaction and performance.

• Creates, assists, and implements additional metrics which will measure team performance as well as individual task performance and vendor performance.

• Regular, predictable attendance is essential for satisfactory performance.

KNOWLEDGE, SKILLS & ABILITIES

• Understanding of preventative maintenance programs to include a general understanding of the equipment which will be maintained.

• Understanding of the incident reporting process as well as tracking completion of follow up assignments.

• Excellent communication skills, both written and oral.

• Ability to work efficiently with MS Office Suite (Word, Excel, PowerPoint, Project, Outlook).

• Demonstrated annotation skills for taking accurate meeting notes and quickly turning around post meeting objectives and key deliverables.

• Ability to communicate effectively with customers and internal staff.

• Ability to coordinate and supervise vendors/contractors performing work in the facilities.

• Ability to learn quickly and address issues as they arise during normal working hours or after hours.

• Ability to operate in and promote a rigorous process-driven team environment.

• Ability to logically analyze and solve problems.

• Ability to effectively multi-task multiple projects.

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