Maintenance Administrative Coordinator

Interstate Waste Services is the most progressive and innovative provider of solid waste and recycling services in the country! We primarily service Northern New Jersey, Southern New York State, New York City, Connecticut, with a state-of-the-art rail served landfill located in Ohio. We cater to a diverse range of residential, industrial and commercial customers. Our mission has always been to provide our customers with the highest quality waste, recycling and environmental services, while keeping focus on employees, customer and environmental safety. 

What makes our company culture unique is we have mastered the ability to balance the standards of a large corporate company while maintaining our small business family style culture. 

A proactive and detail-oriented Maintenance Coordinator supports our Hauling and Truck Maintenance operations. This role is essential to the daily success of the Maintenance Department, ensuring timely scheduling, documentation, and repair coordination. The Maintenance Coordinator works closely with mechanics, vendors, and leadership to ensure trucks and equipment stay in peak condition.

• Repair & Purchase Order Management: Create, process, track, and close repair and purchase orders in the maintenance software system. Ensure all documentation is accurate and filed appropriately.
• Parts Coordination: Order, receive, and manage parts inventory. Maintain accurate records and collaborate with vendors to resolve discrepancies.
• Preventative Maintenance (PM) Planning: Generate PM reports and communicate daily/weekly to operations and maintenance to ensure100% PM compliance for all heavy trucks and equipment. Coordinate maintenance, operations and vendors to minimize downtime.
• Vendor Coordination: Schedule and track third-party repairs. Ensure vendors adhere to agreed timelines and quality standards.
• Work Order Support: Support the creation and closing of work orders. Assist with light mechanic tasks as needed to support workflow.
• Documentation & Reporting: Maintain maintenance records, PM schedules, DVIR filing and purchase orders. Provide weekly reports to the Maintenance Manager as needed.
• Administrative & Project Support: Assist in tracking CAPEX projects and local maintenance improvement initiatives.

• 2–5 years of experience in maintenance coordination, preferably in trucking, refuse, and or heavy equipment
• Knowledge of TMT (or similar fleet maintenance software) preferred
• Strong understanding of inventory control and parts ordering
• Mechanical aptitude and ability to support basic shop operations
• Exceptional organizational, time management, and multitasking skills
• Proficient in Microsoft Office (Outlook, Excel, Word, PowerPoint)
• Strong communication skills—both verbal and written
• Self-motivated, detail-oriented, and able to work independently in a fast-paced environment

This job description is intended to be an accurate representation of the general functions of the job, rather than exhaustive list of duties, responsibilities, or experience. Other duties may be assigned, requested, or required. Aspects of the job may be altered without notice.

Interstate Waste Services provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.