Maintenance Administrative Supervisor

Overview

The Facilities Maintenance Administrative Assistant keeps the paperwork, parts, and process moving so the Facilities Maintenance team can stay focused on the work that keeps this resort running. Guests may never see a purchase order, a work order ticket, or an inventory count, but they feel the results every time a repair happens on schedule and the right part is on the shelf when it's needed. This role provides administrative and purchasing support to the Facilities Maintenance team, with primary responsibility for purchase order creation and follow-through, inventory tracking, purchasing support, and serving as the team's superuser for ALICE, our work order management system, along with other administrative tasks as assigned. As a Boyne Mountain team member, there are so many awesome perks for you to take advantage of, such as: ski passes, golf passes, waterpark passes, and discounts for food, beverages, retail, daycare, and so much more! To learn more about Boyne Mountain Resort, employment perks, and employee testimonials, click here - Boyne Mountain Employment!

Responsibilities

• Serve as the division’s superuser for ALICE, the work order management system: create new work orders (tickets) from requests submitted by departments across the resort, track each ticket to completion elevating delays to the manager, add notes to keep requestors updated, consolidate related tickets to cut down on redundant work, and confirm every ticket includes the information needed to complete it.
• Create and submit purchase orders for the Facilities Maintenance team; track each order through approval, delivery, and invoicing, and follow up with vendors, AP, and department leaders until it's closed out.
• Monitor open purchase orders for delays or discrepancies and resolve issues directly with vendors and/or AP team before they become a problem for the team.
• Count and reconcile inventory of maintenance parts, tools, and supplies on a regular schedule; keep inventory lists accurate and current.
• Flag low stock and reorder needs before they cause a slowdown and support the broader purchasing process by gathering quotes and comparing vendor pricing.
• Maintain organized filing systems, both physical and digital, for purchase orders, invoices, and vendor documentation.
• Maintain certificates of insurance (COI) records for Facilities Maintenance vendors, and support obtaining and maintaining vendor agreements in accordance with Boyne Resorts' contract requirements.
• Provide additional administrative support to the Facilities Maintenance team as assigned.
  
  

Qualifications

• Demonstrated experience in an administrative, purchasing, or inventory support role, ideally within facilities, maintenance, or a related operational environment.
• Strong organizational skills with high attention to detail, particularly around inventory counts, order accuracy, and follow-through.
• Comfortable managing multiple purchase orders and priorities at once without letting details slip.
• Proficiency with Microsoft Office (Excel, Word, Outlook) and comfort learning purchasing, inventory, and work order management systems (ALICE experience a plus).
• Sound judgment and discretion when handling vendor pricing and other sensitive purchasing information.
• Clear written and verbal communication skills for coordinating with vendors and the Facilities Maintenance team.