Maintenance Admin Assistant

As a Maintenance Administrator, you will play a vital role in supporting the maintenance team by coordinating administrative tasks and ensuring the efficient operation of maintenance activities. Your responsibilities will include managing work orders, scheduling maintenance tasks, maintaining accurate records, and providing administrative support to the maintenance department. This position requires strong organizational skills, attention to detail, and the ability to work effectively in a fast-paced environment.

Manage Work Orders:

• Receive and process maintenance requests, create work orders, and assign tasks to maintenance technicians.

Schedule Maintenance Tasks:

• Coordinate with maintenance staff to schedule preventive maintenance, repairs, and other tasks to minimize downtime and ensure timely completion.

Maintain Records:

• Keep detailed records of maintenance activities, including work orders, equipment maintenance logs, and inventory records.

Communicate:

• Serve as a point of contact for internal departments and external vendors regarding maintenance requests, updates, and inquiries.

Provide Administrative Support:

• Assist the maintenance team with administrative tasks such as data entry, filing, and document preparation.

Inventory Management:

• Monitor inventory levels of maintenance supplies and equipment, reorder as needed, and maintain accurate inventory records.

Ensure Compliance:

• Ensure compliance with safety regulations, company policies, and maintenance procedures in all maintenance activities.

Report Generation:

• Assist in generating reports on maintenance activities, performance metrics, and equipment downtime as needed.

• Associate's or Bachelor's degree in administrative field preferred.
• Previous experience in a similar administrative role, preferably in a maintenance or facilities management environment.
• Strong organizational skills, with the ability to prioritize tasks and manage multiple responsibilities effectively.
• Attention to Detail: Accuracy in data entry, record keeping, and maintenance scheduling.
• Excellent communication skills, both verbal and written, with the ability to communicate effectively with internal teams and external stakeholders.
• Proficiency in MS Office: Familiarity with word processing, spreadsheet, and database software.
• Ability to work independently and as part of a team, with a proactive and problem solving attitude.
• Knowledge of maintenance procedures and terminology is a plus.