Maintenance Project Coordinator

If you’re looking for a special place to build or grow your career, you’ve found it. Whether you’re an experienced professional, a recent college graduate or somewhere in between, IDEX is a place where you can apply your existing skills and learn new ones in an environment where you can make an impact.

With interesting opportunities in engineering, marketing, sales, supply chain, operations, HR, finance, and more across more than 40 diverse businesses around the globe, chances are, we have something special for you.

This is a full-time, 12-month fixed-term contract position. The position is expected to conclude at the end of the 12-month contract period.

SUMMARY OF JOB RESPONSIBILITIES:

The Maintenance Project Coordinator supports the planning, coordination, and execution of building maintenance, repair, renovation, and construction projects. Working closely with Project Managers, Facilities Teams, Contractors, and Stakeholders, this role ensures projects are properly scheduled, documented, tracked, and completed on time while maintaining compliance with safety, quality, and budget requirements.

The successful candidate will play a key role in coordinating project activities, managing documentation, tracking project progress, and supporting contractor and vendor communications throughout the contract term

REPORTING TO: Maintenance & Environmental Sustainability Manager

DUTIES AND RESPONSIBILITIES:

Project Coordination

· Coordinate day-to-day activities for maintenance, renovation, and construction projects.

· Assist in project planning, scheduling, budgeting, and resource allocation.

· Maintain project schedules and track milestone completion.

· Monitor project deliverables and identify potential delays or issues.

· Support Project Managers with project execution and closeout activities.

Facilities & Maintenance Support

· Coordinate preventive and corrective maintenance projects.

· Assist in scheduling facility repairs, renovations, and infrastructure improvements.

· Support building system upgrades including HVAC, electrical, plumbing, roofing, and structural repairs.

· Coordinate project access, work permits, shutdowns, and occupant notifications.

· Help minimize operational disruptions during maintenance and construction activities.

Contractor & Vendor Coordination

· Coordinate contractor onboarding, site access, and safety requirements.

· Schedule contractor activities and monitor work progress.

· Obtain quotations and assist with bid evaluations.

· Track contractor deliverables, change requests, and invoices.

· Maintain communication between contractors, vendors, and internal stakeholders.

Documentation & Reporting

· Maintain project files, drawings, specifications, permits, and contracts.

· Track project budgets, expenditures, and purchase orders.

· Prepare weekly and monthly project status reports.

· Update project schedules, risk logs, and action-item trackers.

· Ensure documentation is complete and properly archived at project closeout.

Safety & Compliance

· Support compliance with OSHA regulations, company safety policies, and local building codes.

· Assist with site inspections and safety audits.

· Track permits, inspections, and regulatory approvals.

· Maintain records of safety meetings, training, and incidents.

· Promote a safe and organized work environment.

Stakeholder Communication

· Serve as a point of contact for project-related communications.

· Coordinate meetings, project reviews, and contractor progress discussions.

· Provide project updates to facilities leadership and stakeholders.

· Assist with resolving project scheduling and coordination issues.

Performs other related duties as assigned.

KEY SKILLS & COMPETENCIES:

• Project coordination and organization
• Construction administration
• Scheduling and planning
• Budget tracking and reporting
• Vendor and contractor coordination
• Document management
• Facilities maintenance knowledge
• Problem-solving and critical thinking
• Time management and prioritization
• Attention to detail
• Communication and interpersonal skills
• Microsoft Excel and project tracking tools

EDUCATION AND EXPERIENCE:

Required Qualifications

• Associate's or Bachelor's degree in Construction Management, Engineering, Facilities Management, Business Administration, or a related field.
• 3+ years of experience supporting building construction, facilities maintenance, or capital improvement projects.
• Experience coordinating contractors, vendors, and project schedules.
• Strong administrative and organizational skills.
• Proficiency with Microsoft Office Suite (Excel, Word, Outlook, PowerPoint).
• Experience using project management software and document control systems.

Preferred Qualifications

• Experience in commercial, industrial, healthcare, educational, or municipal facilities.
• Knowledge of construction documentation and project controls.
• Experience with CMMS (Computerized Maintenance Management Systems).
• Familiarity with Microsoft Project, Primavera, Procore, or similar project management platforms.
• OSHA 10 or OSHA 30 Certification.
• CAPM (Certified Associate in Project Management) certification preferred.
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DELIVERABLES DURING CONTRACT PERIOD:

• Maintain accurate project schedules and reporting.
• Coordinate successful completion of assigned maintenance and construction projects.
• Ensure project documentation is complete and up to date.
• Support budget tracking and invoice processing.
• Facilitate contractor coordination and site logistics.
• Assist in reducing maintenance backlog and improving facility conditions.
• Ensure compliance with safety and regulatory requirements.

SUCCESS METRICS (KPIs):

• Projects completed on schedule
• Accuracy of project documentation
• Timeliness of reporting and updates
• Budget tracking accuracy
• Contractor performance and coordination effectiveness
• Safety and compliance performance
• Customer/stakeholder satisfaction
• Reduction in project delays and maintenance backlog

Are you ready to join a different kind of company where our people, our culture, and our commitments are centered around providing trusted solutions that improve lives around the world?

Total Rewards

Benefits Package

Our comprehensive U.S. benefit offerings include: Health benefits, 401(k) retirement savings program with company match, PTO, and more. More information on our benefits and rewards can be found on our career page: https://www.idexcorp.com/careers/our-benefits-and-rewards/

IDEX is an Equal Opportunity Employer. IDEX gives consideration for employment to qualified applicants without regard to race, color, religion, creed, genetic information, sex, sexual orientation, gender identity or expression, marital status, age, national origin, disability, protected veteran status, or any other consideration or protected category made unlawful by federal, state or local laws.

Attention Applicants: If you are an individual with a disability and require a reasonable accommodation to complete any part of the application process, please let us know. Likewise, if you are limited in the ability to access or use this online application process and need an alternative method for applying, we will determine an alternate way for you to apply. Please contact our Talent Acquisition Team at [email protected] for assistance with an accommodation. These contact tools may be used only by individuals with a disability for accommodation requests. Do not inquire as to the status of an application.