Department Support Specialist-Maintenance

About the role

The maintenance department support specialist provides administrative support to the Facilities Department by coordinating work orders, maintaining department records, supporting inventory and purchasing processes, coordinating vendors and contractors, and assisting with regulatory documentation. This position helps ensure efficient facility operations by providing organizational and administrative support to the Facilities Director and Maintenance Foreman.

Responsibilities

• Provide administrative support to the Facilities Director and Maintenance Foreman.
• Process, track, and update maintenance work orders and communicate status updates.
• Maintain department records, including maintenance logs, warranties, permits, inspection reports, and equipment documentation.
• Support inventory and purchasing by maintaining inventory records, preparing purchase requests, and tracking supplies.
• Cookordinate vendor and contractor scheduling, maintain vendor files, and process invoices.
• Track inspection, preventive maintenance, and regulatory deadlines and assist with compliance documentation.
• Prepare reports, spreadsheets, correspondence, and other departmental documents.
• Respond to facility-related requests and provide excellent customer service to staff.
• Assist with special projects and perform other duties as assigned.

Requirements

• A high school diploma or equivalent required; an associate degree preferred.
• Two years of administrative or office support experience preferred.
• Proficiency in Microsoft Office and general office software.
• Strong organizational, communication, and customer service skills.
• Knowledge, Skills & Abilities:
  • Excellent organizational and time management skills.
  • Strong attention to detail and accuracy.
  • Ability to prioritize multiple tasks and meet deadlines.
  • Effective written and verbal communication skills.
  • Proficiency with computers and office technology.
  • Ability to maintain confidential information and work collaboratively with staff, vendors, and contractors.

Physical Requirements

• This position requires prolonged periods of sitting, standing, walking, and computer use, with occasional lifting of up to 25 pounds.
• Periodic travel between agency locations may be required to support departmental operations.

Summary

The professionals at Westbrook Health Services believe in promoting the well-being of individuals and families struggling with a wide range of challenges. Our staff meets the needs of over 7,000 people annually. Experienced and compassionate, we empower people to achieve wellness with the guidance of our knowledgeable and experienced staff.