Job Summary
The Administrative Assistant provides administrative and clerical support to the Maintenance Department to ensure efficient operations and timely completion of maintenance activities. This role serves as a central point of coordination for work orders, scheduling, purchasing, recordkeeping, and communication between maintenance staff, vendors, and internal departments
Essential Duties and Responsibilities
- Provide day-to-day administrative support to the Maintenance Manager and maintenance team.
- Answer phones, monitor email communications, and respond to routine inquiries.
- Prepare correspondence, reports, spreadsheets, presentations, and other department documents.
- Schedule meetings, training sessions, and department activities.
- Create, enter, track, and close maintenance work orders in the computerized maintenance management system or other tracking systems.
- Monitor work order status and follow up with maintenance personnel to ensure timely completion.
- Maintain accurate records of preventive and corrective maintenance activities.
- Processing dispensed logging and billing
- Inventory management and organization in conjunction with Parts Manager
- Internal billing entries for Shop and labor report management
- Process daily accounts receivable and payable paperwork
- Process and verify purchase orders/reports
- Maintain Excel spreadsheets and other methods used to plan, track and schedule maintenance priorities
- Maintain organized files, records, manuals, permits, warranties, insurance certification, and maintenance documentation.
- Support compliance with company policies, safety regulations, and regulatory requirements.
- Assist with audits, inspections, and documentation requests.
- Compile maintenance metrics and reports for management review.
Requirements
- Education
- High school diploma or GED required.
- 3 years of related experience
Knowledge, Skills, and Abilities
- Strong organizational and time-management skills.
- Excellent verbal and written communication abilities.
- Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
- Ability to maintain confidential information and sensitive records.
- Strong attention to detail and accuracy.
- Ability to prioritize multiple tasks and meet deadlines in a fast-paced environment.
- Basic understanding of maintenance operations, inventory management, and purchasing processes preferred.
- Working knowledge of manufacturing operations and production scheduling.
Physical Requirements
- Ability to sit, stand, and walk as needed throughout the workday.
- Ability to lift and carry office materials up to 20 pounds occasionally.
- Ability to work in both office and maintenance shop environments when necessary.
This position is an excellent opportunity for an organized professional eager to contribute to a growing and fast paced team. We welcome applicants who demonstrate technical proficiency, strong organizational abilities, and a commitment to delivering outstanding administrative support.
Pay: $18.00 - $20.00 per hour
Benefits:
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person
