Maintenance Administrator

Job Title: Maintenance Administrator

Department: Maintenance

Reports To: Maintenance Supervisor

Location: Evansville IN

Position Summary

The Maintenance Administrator is responsible for supporting the maintenance department through effective inventory control, parts management, documentation, and vendor coordination. This role ensures that maintenance technicians have timely access to the parts and materials they need to keep operations running safely and efficiently.

Key Responsibilities

• Inventory Management
• Maintain accurate records of parts, tools, and supplies.
• Monitor stock levels and initiate reorders to prevent shortages or downtime.
• Conduct periodic inventory counts and reconcile discrepancies.
• Pick up parts from vendors and/or other sites as needed.
  
  

Receiving and Issuing Parts

• Receive incoming shipments and verify accuracy against packing slips and purchase orders.
• Inspect parts for damage and report issues as needed.
• Issue parts to maintenance technicians and accurately document all transactions.
  
  

Documentation and Recordkeeping

• Update inventory and maintenance systems with part usage, stock adjustments, and new inventory.
• Maintain organized records for purchase orders, invoices, packing slips, and delivery receipts.
• Prepare reports related to inventory activity and usage trends.
  
  

Vendor Coordination

• Communicate with suppliers regarding pricing, availability, lead times, and delivery schedules.
• Resolve order discrepancies, returns, and invoicing issues.
• Assist with sourcing new vendors and materials as needed.
  
  

Compliance and Safety

• Ensure proper storage of parts and materials in accordance with safety standards and company policies.
• Follow procedures for handling and storing hazardous materials.
• Support audits and inspections related to safety and inventory control.
  
  

Support for Maintenance Team

• Assist maintenance technicians by locating, staging, and preparing required parts and tools.
• Provide timely updates on backordered, discontinued, or special-order items.
• Help coordinate preventative maintenance schedules by ensuring material availability.
  
  

Qualifications

• High school diploma or GED; associate degree or technical training preferred.
• Previous experience in inventory, maintenance support, warehouse, or administrative roles preferred.
• Strong organizational skills and attention to detail required.
• Basic computer skills and experience Microsoft office preferred.
• Valid driver's license required with an acceptable driving record.
• Ability to lift and move parts and materials as required (with or without reasonable accommodation).
• Requires standing, walking, bending, and lifting (up to 30 lbs. as applicable).
  
  

All qualified applicants will receive consideration without regard to race, age, color, sex (including pregnancy), religion, national origin, disability, sexual orientation, gender identity, marital status, military status, genetic information, or any other status protected by applicable laws or regulations.

GPAC (Growing People and Companies) is an award-winning search firm specializing in placing quality professionals within multiple industries across the United States since 1990. We are extremely competitive, client-focused and realize that our value is in our ability to deliver the right solutions at the right time.