Administrative Assistant – Fleet & Plant Maintenance
Position Summary
The Administrative Assistant – Fleet & Plant Maintenance provides administrative support to the Fleet Maintenance Manager and Plant Maintenance Manager to ensure the efficient operation of HRM Concrete's fleet, batch plants, and maintenance programs. This position is responsible for managing maintenance records, purchase orders, inventory, work orders, vendor coordination, and fleet maintenance software while supporting the maintenance team in maximizing equipment reliability and minimizing downtime.
Primary Responsibilities
- Create and issue purchase orders for parts, supplies, fuel, and outside repair services.
- Order parts and coordinate deliveries with vendors for fleet, plant, and equipment maintenance.
- Receive, verify, and distribute parts and materials to the appropriate maintenance personnel.
- Maintain accurate inventory records for shop parts, plant maintenance supplies, and consumable items.
- Monitor inventory levels and reorder stock as needed to support maintenance operations.
- Create, assign, update, and close preventive maintenance and repair work orders within the fleet maintenance software.
- Maintain complete maintenance histories for ready-mix trucks, tractors, trailers, loaders, batch plants, and support equipment.
- Track preventive maintenance schedules and notify supervisors of upcoming service requirements.
- Coordinate vendor repairs and maintain all supporting documentation.
- Process invoices and reconcile vendor billing with purchase orders and completed work orders.
- Assist with warranty claims and manufacturer correspondence.
- Maintain organized electronic and paper maintenance files.
- Prepare maintenance reports and assist with tracking department Key Performance Indicators (KPIs), including preventive maintenance compliance, equipment downtime, open work orders, parts inventory, and maintenance costs.
- Support the Fleet Maintenance Manager and Plant Maintenance Manager with scheduling, reporting, documentation, and administrative tasks.
- Answer incoming calls and assist drivers, plant personnel, vendors, and employees with maintenance-related inquiries.
- Maintain accurate records for regulatory inspections, equipment certifications, and maintenance documentation.
- Assist with coordinating outside contractors and service providers performing maintenance or repairs.
Qualifications
- High school diploma or GED required.
- Previous administrative experience in a fleet maintenance, heavy equipment, construction, manufacturing, or industrial environment preferred.
- Experience with computerized maintenance management systems (CMMS) or fleet maintenance software preferred.
- Proficient in Microsoft Excel, Word, and Outlook.
- Strong organizational and time management skills with excellent attention to detail.
- Ability to prioritize multiple tasks in a fast-paced maintenance environment.
- Effective written and verbal communication skills.
- Ability to maintain accurate records and work independently while supporting multiple departments.
Benefits
- Competitive Compensation
- 401(k)
- 401(k) Company Match
- Health Insurance
- Dental Insurance
- Vision Insurance
- Paid Time Off
- Opportunities for Career Growth
