Maintenance Shop Administrative Coordinator

Administrative Coordinator – Maintenance Shop

Position Summary

The Administrative Coordinator provides administrative and operational support to the Maintenance Department, ensuring the efficient day-to-day coordination of maintenance activities for cranes, heavy haul equipment, trucks, trailers, support equipment and maintaining accurate records.

Job Type: Full-Time, M-F, Non-Union

Type: Non-remote, corporate office in Rosemount

Essential Duties & Responsibilities

Maintenance Administration

• Coordinate daily maintenance schedules and work orders for shop technicians.
• Create, update, and close work orders within the maintenance management system.
• Maintain preventive maintenance schedules for cranes, tractors, trailers, and support equipment.
• Assist with planning equipment inspections and certifications.
• Updates employee time punch entry.

Communication & Coordination

• Serve as the primary administrative contact for the maintenance department.
• Answer department phone calls.
• Prepare reports, spreadsheets, presentations, and correspondence.

Financial & Administrative Support

• Maintain department filing systems and electronic records.
• Prepare weekly and monthly maintenance reports for leadership.

Qualifications

• Minimum of 3 years of administrative or coordinator experience.
• Experience in heavy equipment, trucking, construction, crane, fleet maintenance, or industrial environments preferred.
• Experience with maintenance management software (CMMS) preferred.
• Strong proficiency in Microsoft Office Suite, particularly Excel, Outlook, and Word.
• Experience with ERP systems and purchase order processing is a plus.

Knowledge, Skills & Abilities

• Excellent organizational and time management skills.
• Strong attention to detail and accuracy.
• Ability to prioritize multiple projects in a fast-paced environment.
• Excellent written and verbal communication skills.
• Strong customer service mindset when working with internal departments and vendors.
• Problem-solving and critical thinking skills.
• Ability to work independently while supporting a collaborative team environment.

Physical Requirements

• Primarily office-based with regular visits to the maintenance shop.
• Ability to sit for extended periods while using a computer.
• Occasionally lift up to 25 pounds.
• Ability to safely navigate an active maintenance shop and equipment yard.

Work Environment

• Combination of office and heavy equipment maintenance shop.
• Exposure to noise, dirt, grease, changing weather conditions, and moving equipment when in the shop or yard.
• Appropriate personal protective equipment (PPE) required when entering operational areas.

Preferred Attributes

• Familiarity with crane, heavy haul, trucking, or construction equipment.
• Strong mechanical aptitude and understanding of maintenance terminology.
• Ability to anticipate department needs and proactively solve problems.
• Commitment to safety, accuracy, and continuous improvement.

This role is ideal for someone who enjoys coordinating people, schedules, and information while helping keep a fleet of specialized cranes and heavy haul equipment operating safely, efficiently, and with minimal downtime. It combines administrative expertise with operational support, making it a key contributor to the success of the maintenance department.

Job Benefits

• Medical Plan Insurance
• Dental Insurance
• Profit Sharing/401k Plan
• Employee Stock Ownership Plan (ESOP)
• PTO
• Holidays
• Other Voluntary plans
• Hourly wage $27-$32 DOQ

Job Type: Full-time

Pay: $27.00 - $32.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Ability to Commute:

• Rosemount, MN 55068 (Preferred)

Work Location: In person

Salary : $27 - $32