Facilities Maintenance Administrator

About the role

Provide administrative support to the Facility Maintenance Department by scheduling monthly work orders and spreadsheets, completing work orders, and assisting the Facility Maintenance department with special assignments.

Responsibilities

• Develop strong working relationships with Field Supervisors, Maintenance Tech staff, and other departments to deliver the best quality service to client districts, builders, and the vendor community.
• Assist in document control both electronically and hard copy to ensure all filing is current and easy to access as needed.
• Write letters, memos, reports, agreements, exhibits, and general business correspondence as needed.
• Work in business systems such as Adjutant to create and close service orders to bill time.
• Pull reports from the systems to provide information as needed.
• Review aging work orders on Task Grid and inform supervisors to ensure appropriate actions are taken.
• Assist with maintaining the assigned PM Summary reports daily.
• Assist Facility Maintenance Supervisor with scheduling.
• Assist with providing quotes, proposals, and estimates.
• Communicate scheduling of equipment/materials delivery with Operations.
• Maintain Facility Maintenance and Operations Inventory.
• Document odd jobs and future opportunities.
• Create and distribute Safety Topics for Weekly Facility Maintenance meetings and maintain attendance records.

Requirements

• High School diploma or GED required.
• College coursework in Business Administration would be helpful and may be substituted for experience.

Skills

• Ability to learn and effectively navigate and provide reports using the software used in the various departments.
• Ability to plan, coordinate, and administer department projects.
• Ability to multi-task, stay organized, and be detail oriented while working to successfully meet deadlines.
• Proficiency in Microsoft Office 2016 programs: Word, Excel, and Outlook.
• Ability to communicate clearly and concisely both orally and in writing; formulate good answers and provide effective information.