Maintenance Coordinator

Overview

• Maintenance Plan Management & Database Updates

• Maintenance Plan Tracking: Act as the daily owner of the global Maintenance Plan trackers (covering both Regulatory and Corrective maintenance).
• Asset Visibility: Continuously update the location and status of ISO containers within the plan (e.g., identifying which tanks are at the affiliate site, en route to the maintenance facility, or currently in the yard).
• Database Accuracy: Maintain the strict accuracy of the Maintenance Database tracking sheets by logging critical milestones:
• Inputting "Actual Date in Yard" (In/Out).
• Logging start and end dates based on Daily Work Records.
• Updating maintenance statuses to ensure real-time visibility for the logistics team.
• Closure Tracking:
• Ensure all administrative boxes are checked to formally "close" a regulatory or corrective maintenance cycle in the system once the physical work is complete.

• Regulatory Compliance Docs

• Forecasting & Dispatch

• Coordinate with the warehouse/technical team to ensure spare parts are dispatched in advance to maintenance suppliers.
• Documentation Preparation:
• Generate and manage all required shipping documentation for spare parts, including Delivery Advices, Commercial Invoices, and Certificates of Origin.
• Procurement Workflow:
• Create Purchase Requisitions (PR) and Good Receipt Notes (GRN) within the company’s ERP system for all maintenance activities to ensure budgets are tracked accurately.

• Insurance Claims & Contract Administration

• Claims Management:
• Open insurance claims for damaged ISO containers and gather all required documentation (photos, incident reports, technical assessments) from various stakeholders.

• Tracking & Closure

• Monitor the complete lifecycle of the open cases under the ALGH Insurance Process.
• Track reimbursement timelines, follow up with insurance providers, and ensure case closures are properly logged.
• Contract Reviews:
• Act as the administrative liaison between the Operations & Technical Manager, Procurement, and Legal.
• Assist in reviewing maintenance supplier contracts, ensuring technical scopes of work and service level agreements align with legal/procurement standards.

• Operational Coordination & Communication

• Supplier Follow-Up:
• Act as the communication bridge between Logistics and the Maintenance Workshops.
• Follow up with suppliers to confirm ISO containers have safely arrived at the maintenance facilities.

• Customer Feedback Routing

• Receive initial customer complaints regarding ISO conditions.
• Log the feedback, retrieve the closed maintenance reports, and route to the appropriate technical lead (Maintenance Manager or Operations & Technical Manager) to issue official replies.
• Cross-Functional Alignment:
• Work closely with global logistics coordinators to confirm ETAs, handle depressurization instructions, and communicate the operational readiness of tanks post-maintenance.
• ___________________Are you a MATCH?

• Education: Bachelor / Master

• Work experience: 3-5 yrs experience in logistics coordination, supply chain administration, or asset/maintenance support, with specific experience handling database tracking, insurance claims, or contract administration.
• Training or certification: Chemical Engineering, Mechanical Engineering, or a related field.

• Logistics & Compliance Knowledge

• Familiarity with international shipping documentation (Sea Waybills, Certificates of Origin, Commercial Invoices) and basic customs clearance processes.
• Financial/Legal Acumen:
• Comfortable reading vendor contracts, processing PRs/GRNs, and managing the strict documentation requirements of corporate insurance providers.
• Administrative Precision:
• Exceptionally detail-oriented with a strong ability to manage high-volume data entry, track reimbursements accurately, and organize compliance certificates without errors.
• Tech Skills:
• Highly proficient in standard office software (Google Workspace/Google Sheets).

Experience

Management and Behaviour Skills