Administrative Assistant

Position Overview:

Provides administrative and clerical support to the maintenance department to ensure smooth daily operations. This role is responsible for maintaining accurate equipment records, assisting with scheduling and tracking maintenance activities, and performing general office duties. The ideal candidate is detail-oriented, organized, and eager to learn the basics of facility maintenance while supporting the team in an administrative capacity.

Job Duties & Responsibilities:

• Maintain accurate and up-to-date records, logs, and documentation for inspections, repairs, preventive maintenance, and equipment service activities.
• Enter, update, and manage equipment, parts, and maintenance data within the facilities management system (e.g., GP or other applicable platforms).
• Coordinate and schedule preventive maintenance, service calls, and repairs; liaise with technicians, vendors, and service providers to ensure timely completion.
• Prepare, process, and track work orders, purchase requests, invoices (excluding repair cost documentation), and other administrative records.
• Monitor and manage parts and supply inventory; order materials and coordinate deliveries to support maintenance operations.
• Serve as the primary point of contact for internal staff inquiries regarding equipment maintenance; oversee shared-inbox communications and ensure timely, accurate responses.
• Communicate service needs, updates, and compliance-related issues to appropriate stakeholders.
• Organize and maintain digital and physical files, including manuals, reports, service documentation, and correspondence, ensuring accessibility and compliance.
• Support department leadership with data entry, reporting, spreadsheet management, and administrative documentation (e.g., correspondence, meeting notes).
• Perform general office duties such as answering phones, copying, scanning, and filing.
• Collaborate cross-functionally with the maintenance team, safety, vendors, and other internal departments to ensure efficient workflow and operations.
• Perform additional duties as assigned to support the maintenance department's effective and efficient operation.

• High School diploma or GED.
• On-site is required due to the collaboration required with Maintenance staff.
• 3 years of experience in clerical work, experience in includes maintenance and facilities.
• Proficiency in Microsoft Office software (Word, Excel, and Outlook) and other data management software is essential.
• Demonstrated strong communication skills in various settings, bilingual Spanish required.
• Possesses problem-solving skills and keen attention to detail.
• Ability to work independently and as part of a team.
• Willingness to learn basic maintenance terminology and processes.
• Exhibits excellent organizational and time management abilities.
• Must thrive in a self-directed, focused, and fast-paced environment.

Benefits:

Medical Insurance: Blue Cross Blue Shield PPO Plan

Dental & Vision Insurance: Affordable coverage provided by Mutual of Omaha.

Flexible Spending Account (FSA): Available for medical expenses, allowing employees to use pre-tax dollars for eligible costs.

Paid Time Off (PTO): Accrued at a rate of 4.62 hours per pay period, equivalent to 3 weeks of PTO, plus 8 paid holidays.

Short- & Long-Term Disability Insurance: Provided through Mutual of Omaha, offering income replacement after 7 days of illness or injury.

Life, Dependent Life, & AD&D Insurance: Company-provided benefit to all eligible employees at no cost. Employees also have the option to purchase additional Voluntary Life/AD&D coverage for themselves and/or their dependents.

401(k) Safe Harbor Contribution: After 6-months, a 3% contribution of your earnings, regardless of your participation.

PLEASE NOTE: The above statements describe the general nature and level of work being performed by people assigned to the job. They are not intended to be all-inclusive of the responsibilities, duties, and skills required.

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