We are seeking a skilled Maintenance Assistant to provide administrative support to our maintenance/breakdown department. The primary focus of this role will be to assist with various tasks related to invoicing, purchase orders, work order management, vendor communication, and file maintenance.
Key Responsibilities:
- Entering Invoices in Accounting: Accurately enter invoices into the accounting system, ensuring proper coding and documentation. Coordinate with the accounting department to facilitate timely payment processing.
- Issuing Purchase Orders (POs): Generate and issue purchase orders to outside vendors for maintenance-related supplies, services, and equipment. Maintain records of purchase orders and track their status to ensure timely delivery and fulfillment.
- Closing Work Orders: Monitor work orders and liaise with technicians to ensure that all necessary documentation is received. Close work orders in the system upon completion and verification of final invoices.
- Communicating with Outside Vendors: Serve as a point of contact for outside vendors, communicating on current or past repairs to equipment, scheduling maintenance services, and addressing any issues or concerns in a timely manner.
- Manage and Maintain Files/Records: Organize and maintain both physical and electronic files and records related to maintenance activities, invoices, purchase orders, vendor contracts, and equipment maintenance history. Ensure that documentation is properly filed, archived, and easily accessible.
Requirements:
- Previous experience in administrative support, preferably in a maintenance or facilities management setting.
- Proficiency in using accounting software and Microsoft Office applications, particularly Excel and Word.
- Strong organizational skills and attention to detail.
- Excellent communication skills, both written and verbal.
- Ability to multitask and prioritize tasks effectively in a fast-paced environment.
- Familiarity with maintenance terminology and processes is a plus.
Job Type: Full-time
Pay: $16.00 - $18.00 per hour
Benefits:
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
License/Certification:
- Driver's License (Required)
Work Location: In person
