Maintenance Planning & Parts Coordinator

Tina's Burritos•Vernon, CA

4d•Onsite

About The Position

Camino Real Foods is seeking an organized, proactive Maintenance Planning & Parts Coordinator to support maintenance and facilities operations in our USDA-regulated frozen-food manufacturing facility. In our lean organization, this position owns the administrative and organizational systems that keep maintenance work planned, documented, supplied, and financially controlled. This is not primarily a hands-on mechanic position. The role coordinates preventive maintenance, work orders, the maintenance parts room, purchasing, vendor scheduling, invoice verification, facilities follow-up, and compliance records. Success requires strong follow-through, accurate data, and the confidence to hold employees and vendors accountable for open commitments.

Requirements

Three or more years of experience in maintenance coordination, maintenance planning, MRO purchasing, parts-room management, facilities coordination, or a related manufacturing role.
Experience in a manufacturing, food-processing, distribution, or industrial environment.
Working knowledge of preventive maintenance, work orders, and computerized maintenance management systems.
Demonstrated experience creating purchase orders, reviewing vendor invoices, and resolving billing discrepancies.
Experience organizing maintenance parts inventory, performing cycle counts, and controlling parts issuance.
Strong Microsoft Excel skills, including sorting, filtering, lookups, basic formulas, and report preparation.
Clear communication, strong judgment, attention to detail, and consistent follow-through across multiple priorities.
Ability to read part numbers, equipment records, service reports, quotes, invoices, and basic technical documentation.
High school diploma or equivalent and ability to work on-site in production, warehouse, utility, refrigeration, and maintenance areas.

Nice To Haves

Experience in a USDA-regulated food-manufacturing facility.
Experience with a CMMS such as Fiix, MaintainX, Limble, eMaint, UpKeep, or similar software.
Knowledge of MRO storeroom controls, min/max inventory, critical spares, and equipment bill-of-material records.
Familiarity with ammonia refrigeration, boilers, compressors, HVAC, electrical systems, and industrial production equipment.
Experience with Microsoft Dynamics NAV, Business Central, or another ERP purchasing system.
Familiarity with EPA, CUPA, OSHA, PSM/RMP, food-safety, or contractor-documentation requirements.
Bilingual English/Spanish skills and relevant technical training or maintenance-planning certification.

Responsibilities

Develop and maintain weekly preventive-maintenance schedules for production equipment, utilities, refrigeration, and facility systems.
Coordinate planned work with Maintenance, Production, Sanitation, Quality Assurance, Engineering, and outside service providers.
Create, assign, track, and close work orders in the CMMS; verify labor hours, parts used, repair notes, root cause, and completion information.
Maintain a clear list of open work orders, overdue PMs, recurring failures, vendor visits, parts constraints, and facility repair items.
Plan repairs around production needs to reduce emergency work, production disruption, and unnecessary overtime.
Prepare a weekly maintenance-planning report and promptly escalate delays, safety concerns, or production risks.
Own the organization and day-to-day administration of the maintenance parts room.
Establish and maintain labeled locations, part numbers, descriptions, equipment associations, and minimum/maximum inventory levels.
Conduct an initial physical inventory and maintain accuracy through cycle counts and controlled parts issuance.
Require parts to be issued against work orders and ensure technicians accurately record usage.
Identify obsolete, duplicate, missing, slow-moving, and critical spare parts; maintain the plant critical-spares list.
Coordinate with Maintenance, Engineering, and refrigeration contractors to identify critical parts for production equipment, ammonia refrigeration, boilers, compressors, electrical systems, and utilities.
Monitor stock levels and initiate approved replenishment before critical items are exhausted.
Obtain competitive quotes and place approved orders for maintenance parts, supplies, tools, and services.
Create accurate purchase orders before materials are ordered or service work begins, except in authorized emergencies.
Match invoices to purchase orders, receiving records, approved quotes, service reports, and confirmation that work was completed.
Research pricing, quantity, freight, duplicate billing, unauthorized charges, or incomplete-work discrepancies before approval.
Code costs to the correct equipment, facility, project, or expense category and work with Accounting to resolve open items.
Track vendor spending and identify warranty recovery, purchasing consolidation, improved pricing, and alternate-source opportunities.
Schedule and coordinate refrigeration, electrical, plumbing, HVAC, fire-protection, pest-control, building, and specialized-equipment contractors.
Confirm scope, timing, access, insurance, permits, safety requirements, and plant-contact information before work begins.
Document contractor arrival, work performed, recommendations, parts required, costs, and remaining follow-up items.
Maintain vendor performance records covering response time, work quality, completion, billing accuracy, and cost.
Ensure contractors follow plant safety, food-safety, sanitation, and facility-access requirements.
Maintain a master facilities-maintenance tracker covering the building, roof, dock doors, lighting, plumbing, drainage, pavement, offices, restrooms, HVAC, fire systems, security, and other infrastructure.
Conduct routine facility walks, document repair needs, assign responsibility and due dates, and follow each item through verified completion.
Maintain service histories for major facility assets and support facility-improvement and capital-project tracking.
Maintain required maintenance and contractor records related to EPA, CUPA, OSHA, USDA, food safety, ammonia refrigeration, and company requirements.
Coordinate with Quality Assurance, Safety, Engineering, and contractors to ensure required inspections and service records are current.
Organize equipment manuals, drawings, warranties, service reports, permits, and technical records for rapid retrieval.
Support regulatory, USDA, customer, insurance, and internal audits and escalate missing or overdue documentation immediately.
Prepare weekly and monthly reports covering PM completion, overdue work orders, breakdowns, overtime, parts usage, vendor spending, and open facility issues.
Help identify recurring failures and support permanent corrective action and continuous improvement.
Support the Maintenance Manager with cost tracking, technician scheduling, department planning, and special projects.
Help establish standard procedures for work orders, parts issuance, purchasing, vendor management, and recordkeeping.
Follow up with employees and vendors until assigned work is documented and completed.