Maintenance Project Coordinator

Gopher Resource•Tampa, FL

1d•Onsite

About The Position

The Maintenance Project Coordinator reports to the Maintenance Manager and supports the maintenance organization by coordinating and tracking maintenance/capital-related projects and initiatives at the facility. This role is accountable for the safe and smooth allocation of contract resources, balancing the needs of the facility and the work that is scheduled to be completed. This work includes all internal projects, capital projects, and supporting plant outages, as necessary. This role serves as the primary liaison between internal teams, contractors, and stakeholders, ensuring seamless execution from planning through completion. In addition to these coordination efforts, this role will serve to champion a mindset of continual improvement using his or her experience to mentor others across the team as well as directly driving efficiency of execution. This is a Monday-Friday day schedule with evenings and weekends as needed.

Requirements

High School Diploma or GED minimally required
3+ years of previous work experience in maintenance coordination, planning, or project management
Previous work experience preparing and presenting detailed information to large groups
Strong understanding of maintenance workflows, CMMS systems, and reliability principles
Technical proficiency in Microsoft Office Suite including Outlook and Teams
Technical proficiency with project management tools such as MS Project
Excellent communication and problem-solving skills
Excellent organizational skills with the ability to be flexible and adaptable, and change priorities and direction as needed, allowing for optimum effectiveness
Proficient math skills and communication in English (including reading & writing)
Ability to work independently and collaboratively in a fast-paced environment
Highly self-motivated and directed, ability to work well under pressure and maintain composure during high-stress situations, manage and prioritize multiple tasks concurrently, attend to details, and meet deadlines
Proven leadership skills to champion change in a highly dynamic environment
Ability to work across departments and partner with all levels within the organization

Responsibilities

Embedded Contractor Management-- Foster a culture of safety and environmental stewardship by modeling company values and ensuring contractor alignment with organizational vision and standards. Provide direct oversight of embedded contractors, including workload planning, prioritization, and performance management. Develop and maintain manpower schedules to meet project requirements and maintenance surge demands, ensuring optimal resource utilization. Serve as the primary liaison for contractor performance, compliance, and issue resolution. Leverage project management and CMMS tools to schedule, track, and report on activities. Prepare and manage project budgets, monitor expenditures, and drive cost efficiency. Deliver regular status updates, risk assessments, and KPI reports to senior leadership. Facilitate cross-functional meetings with operations, engineering, and reliability teams to ensure alignment and execution. Capture lessons learned and implement best practices to enhance future project outcomes. Ensure embedded contractors have correct PO’s or WO’s and all costs are captured in the CMMS for the work performed on site assets.
Project Planning & Scheduling-- Develop comprehensive project plans, timelines, and resource allocation strategies for major maintenance events. Utilize project management and CMMS systems for scheduling, tracking, and reporting. Manage project budgets, monitor costs, and ensure financial accountability. Provide timely updates to leadership on progress, risks, and performance metrics. Coordinate planning sessions with operations, engineering, and reliability teams. Document lessons learned and integrate best practices into future projects. Collaborate with procurement and storeroom teams to ensure timely availability of materials and parts.
Execution & Oversight-- Direct contractors, vendors, and internal teams to achieve project milestones on schedule. Enforce strict adherence to safety protocols, environmental regulations, and industry standards. Conduct risk assessments and implement mitigation strategies to minimize operational impact. Manage multiple projects concurrently under tight deadlines while maintaining quality standards. Maintain comprehensive documentation of scope, timelines, costs, and post-project evaluations within CMMS systems.
Project Coordination-- Establish and lead a site-level Project Steering Committee to maintain focus on critical initiatives. Present project updates and execution punch lists to stakeholders, ensuring transparency and accountability.