What are the responsibilities and job description for the Maintenance Department Administrator position at Camelback Ranch?
Reports to: Facility Maintenance Director
Status: Full-Time
Seeking a highly organized, detail-oriented Maintenance Administrator to provide administrative and operational support to the Facility Maintenance Department. This position is ideal for someone who excels at organization, communication, recordkeeping, and coordinating multiple projects in a fast-paced environment.
Status: Full-Time
Seeking a highly organized, detail-oriented Maintenance Administrator to provide administrative and operational support to the Facility Maintenance Department. This position is ideal for someone who excels at organization, communication, recordkeeping, and coordinating multiple projects in a fast-paced environment.
The Maintenance Administrator serves as the central point of communication between the maintenance department, vendors, contractors, and internal staff. This role is responsible for managing work orders, maintaining maintenance records, processing invoices, coordinating contractor schedules, and developing efficient administrative processes that keep the department operating smoothly. While a basic understanding of building maintenance systems is helpful, the primary focus of this position is administrative coordination and department organization.
Essential Responsibilities
Provide administrative support to the Facility Maintenance Director and Maintenance Department.
Essential Responsibilities
Provide administrative support to the Facility Maintenance Director and Maintenance Department.
- Coordinate service calls, repairs, and preventive maintenance with outside vendors and contractors.
- Manage and thoroughly track work orders from initiation through completion.
- Maintain accurate records of preventive maintenance, repairs, inspections, and equipment history.
- Review, code, and process vendor invoices while maintaining precise, detailed documentation.
- Prepare reports, maintain spreadsheets, and organize department files and documentation.
- Assist with scheduling maintenance activities and communicating updates to internal departments.
- Support the maintenance team with miscellaneous administrative and operational tasks as assigned.
Qualifications
Strong administrative, organizational, and multitasking skills.
Strong administrative, organizational, and multitasking skills.
- Excellent computer skills, including proficiency with Microsoft Office (Excel, Word, Outlook).
- Exceptional attention to detail and accuracy.
- Excellent written and verbal communication skills.
- Experience using work order and purchase order systems required.
- Experience with CMMS, BMS, or EMS systems is preferred.
- Familiarity with HVAC, plumbing, electrical, or general building maintenance is a plus.
- Ability to prioritize multiple projects and work independently with minimal supervision.
- Time management and critical thinking are essential.
- Minimum of 3–4 years of experience in facilities administration, maintenance coordination, property management, or a related field preferred.
- Valid Arizona driver's license required.
- Bilingual (English/Spanish) is a plus.
This position requires occasional evenings, weekends, holidays, and extended hours during Spring Training and special events.
All offers of employment are contingent upon satisfactory background screening.
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, sex, sexual orientation, age, disability, gender identity, marital or veteran status, or any other protected class.
All offers of employment are contingent upon satisfactory background screening.
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, sex, sexual orientation, age, disability, gender identity, marital or veteran status, or any other protected class.