Maintenance Admin

Job Title: Maintenance Admin

Payroll Status: Hourly/Non-Exempt Full-Time

Reports to: Maintenance Director

Location: Green Bay, WI

Purpose:  Provides administrative and clerical support to the Maintenance department by managing maintenance requests in the company’s work order system, ensuring timely communication between stores, vendors, and the maintenance team. This role helps keep facilities operating smoothly by coordinating service needs, maintaining accurate records, and supporting the overall efficiency of the department.

Duties and Responsibilities:

• Receive, log, and track maintenance requests submitted through the company’s system.
• Review incoming requests for accuracy and assign them to the appropriate technician, vendor, or maintenance team member.
• Communicate with store leaders and internal departments regarding status updates and expected completion timelines.
• Coordinate with external vendors for service scheduling and follow-up on outstanding work orders.
• Maintain accurate digital and paper records of work orders, invoices, and service agreements.
• Generate regular reports on open, in-progress, and completed maintenance requests.
• Assist with processing invoices and verifying vendor billing against completed work orders.
• Support the Maintenance Director with scheduling, tracking preventive maintenance, and other administrative tasks.
• Ensure compliance with company policies and safety standards in all maintenance-related communications and documentation.
• Other duties may be assigned to meet business needs.

Qualifications and Requirements

• High school diploma or equivalent; additional coursework or training in office administration preferred.
• Previous clerical, administrative, or customer service experience required (experience in maintenance, facilities, or logistics support preferred)
• Strong organizational skills and attention to detail.
• Proficiency in Microsoft Office (Excel, Word, Outlook) and ability to learn work order management systems.
• Strong communication skills, both verbal and written.
• Ability to prioritize multiple tasks and work effectively in a fast-paced environment.
• Customer-service orientation with a problem-solving mindset.
• Must be able to lift and move objects weighting up to 25 pounds
• While performing the duties of this job, the employee is regularly required to talk and hear. This position is primarily seated, but requires standing, walking, bending, stooping and reaching throughout the course of the shift. Frequent use of hands and fingers to handle or feel and reach. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

True North provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

This job description is not designed to cover or contain a comprehensive listing of all activities, duties or responsibilities that are required for this role. Duties, responsibilities, and activities may change at any time with or without notice.