Maintenance Admin

The Maintenance Clerk provides administrative and recordkeeping support to the Maintenance Department. This position enters and closes work orders and preventive maintenance records, maintains department files, prepares routine backlog reports, distributes maintenance paperwork, and assists supervisors and technicians with accurate and timely documentation.

• Enter completed work orders and preventive maintenance records, update parts-log information, and complete related journal entries accurately and in a timely manner.
• Review daily maintenance documentation for completeness and follow up on missing information before closing work orders, preventive maintenance records, and related journal entries.
• Create new work orders from preventive maintenance requirements, supervisor instructions, technician requests, and other approved maintenance requests.
• Maintain an organized filing system for daily, weekly, and monthly maintenance paperwork so records can be updated and retrieved efficiently.
• Prepare and email a weekly backlog report of open preventive maintenance items and work orders to the management team, listing the oldest items first. Print the weekly preventive maintenance work orders, organize them by assigned shift, and distribute them to the appropriate maintenance personnel.
• Follow up with maintenance team members and supervisors to resolve missing, incomplete, or inaccurate paperwork and reports.
• Maintain accurate maintenance inventory records, including parts documentation and related department files.
• Maintain established document-retention practices for maintenance records and assist with periodic reviews of paper and electronic files for completeness.
• Administer maintenance tool-reimbursement documentation, including collecting requests, verifying required information, tracking submissions, and forwarding completed paperwork for approval.
• Perform other clerical and administrative duties as assigned by maintenance management.

Required competencies include attention to detail, organization, dependability, time management, confidentiality, clear communication, and the ability to prioritize routine administrative work in a fast-paced maintenance environment., To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience High school diploma or general education degree (GED) required. Previous clerical, administrative, data-entry, inventory, or maintenance-department experience is preferred.

Language Skills Ability to read and interpret work orders, preventive maintenance schedules, parts documentation, emails, and routine department instructions. Ability to communicate clearly with maintenance employees, supervisors, vendors, and other departments.

Mathematical Skills

Ability to add, subtract, multiply and divide in all units of measure using whole numbers, common fractions and decimals.

Reasoning Ability Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form.

Computer Skills Proficiency with Microsoft Word, Microsoft Excel, email, and data entry is required. The employee must be able to enter and update equipment records, preventive maintenance information, work orders, inventory records, and other data in the maintenance management system.

Certificates, Licenses, Registrations

Other Skills and Abilities Ability to maintain accurate records, manage recurring deadlines, organize paper and electronic files, handle routine interruptions, and provide responsive administrative support to maintenance personnel and supervisors.