Maintenance Administrator

The Maintenance Administrator ensures the smooth day-to-day operation of the maintenance team by managing work orders, updating computerized maintenance management systems (CMMS), and coordinating vendor services., * Work Order & CMMS Management:

• Receive, log, prioritize, and assign maintenance requests using a Computerized Maintenance Management System (MaintainX).
• Track active work orders from initiation to sign-off and follow up on overdue or delayed tasks.
• Update maintenance records and asset history databases.

* Vendor & Contractor Coordination:

• Contact outside service providers and vendors to schedule repairs, maintenance visits, or inspections.
• Collect quotes, process purchase orders (POs), and submit invoices for reconciliation and billing verification.
• Schedules vehicle maintenance appointments and assists with coordinating drop off and pick up of vehicles
• Walks the grounds to assess needs for landscaping, snow removal, etc.

* Administrative & Clerical Support:

• Maintain physical and digital filing systems for warranties, service contracts, safety inspections, and compliance logs.
• Prepare routine reports and meeting agendas for the maintenance team..

* Inventory & Supplies:

o Track stock levels of routine maintenance supplies, spare parts, and safety equipment.

o Submit reorders and coordinate deliveries.

• High school diploma or GED required; office management, or a related field preferred.
• Experience:
• 1 to 3 years of administrative support, office coordination, or facilities/maintenance clerical experience preferred.
• Technical Skills:
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Experience navigating a CMMS platform or enterprise resource planning (MaintainX).
• Soft Skills:
• Strong organizational skills and acute attention to detail.
• Effective verbal and written communication skills.
• Ability to multitask and stay calm under pressure in a fast-paced environment.

Physical Demands & Work Environment

• Primarily office/desk-based work (sitting, typing, phone usage), with occasional walking to facility storage rooms or shop floors.
• Ability to occasionally lift or move light office or maintenance inventory items (up to 2530 lbs).
• May occasionally assist with a maintenance project that requires a second set of hands