Field Maintenance Administrator

About the Role

JC Davis Ventures, LLC dba JC Davis Power provides full‑service jobsite operations, delivering and maintaining temporary power, climate control, and tower lighting with a single reliable crew. The Field Maintenance Administrative Coordinator owns the administrative side of field maintenance, ensuring that work orders, service records, preventive‑maintenance documentation, invoices, and photos are complete, organized, and easy to retrieve.

Responsibilities

• Own maintenance records: maintain field‑maintenance files, service records, PM documentation, invoices, photos, and supporting documents so they are complete, organized, and easy to retrieve.
• Chase what’s missing: review submitted documentation for completeness and follow up on missing paperwork, service information, invoices, and open administrative items before they stall the work.
• Support the work‑order process: assist with work‑order creation, updates, closeout, and documentation as required by the department’s maintenance process.
• Keep the trackers current: maintain department trackers, action lists, vendor information, and recurring reports so leadership can see activity and outstanding items at a glance.
• Back up PM planning and scheduling: assist the PM Planner/Scheduler with schedule updates, technician communication, and follow‑up.
• Coordinate day‑to‑day communication: handle routine communication with technicians, supervisors, vendors, and internal departments, serving as a dependable administrative point of contact for the field.
• Handle purchase and invoice paperwork: support purchase and invoice documentation and reconcile maintenance paperwork as needed.
• Report to leadership: prepare basic reports, meeting notes, and status updates for the Director of Field Maintenance.
• Protect confidential information: maintain organized electronic records and safeguard confidential company information.
• Simplify department operations: help standardize forms, folders, naming conventions, and administrative workflows while keeping the process simple.

Requirements

• High school diploma or equivalent, plus relevant administrative or coordinator experience.
• Strong organization, follow‑through, and attention to detail.
• Ability to manage multiple priorities and open items in a fast‑moving field environment.
• Professional written and verbal communication skills.
• Working proficiency with Microsoft Excel, Word, and Outlook, and comfort with Teams or Slack‑style communication tools.
• Comfortable learning maintenance, work‑order, fleet, or asset‑management systems.
• Ability to maintain accurate records and handle confidential information.
• Reliable, responsive, and able to work independently after training.

Preferred Qualifications

• Experience supporting fleet, equipment, field service, construction, power generation, oil and gas, or industrial maintenance.
• Experience with CMMS, work‑order, fleet, ERP, or asset‑management systems.
• Experience supporting preventive‑maintenance scheduling or service documentation.
• Intermediate Excel skills, including filters, tables, basic formulas, and reporting.
• Experience with vendor invoices, purchase orders, or maintenance cost documentation.
• Associate degree or additional administrative or maintenance‑related training.