Maintenance Administrative Assistant

About the Role

The Maintenance Administrative Assistant supports the daily activities of the maintenance department for our office and stores, handling clerical and planning tasks.

Responsibilities

• Manage projects and assignments for the maintenance team.
• Maintain files such as permits, bids, invoices, and plans in proper project folders.
• Assist with invoice processing, ensuring billed amount matches original bid.
• Organize and schedule periodic maintenance/upkeep on a weekly to annual basis.
• Coordinate annual projects and tasks for the maintenance team and track progress.
• Ensure maintenance team complies with safety standards, company policies, and local, state, and federal laws/regulations.
• Work with contractors to ensure assigned projects are completed.
• Assist with new store builds by managing the new store opening schedule, ensuring timely task completion, and updating schedules and spreadsheets.
• Assist with weekly payroll, approving timecards, and paid time off requests in the absence of the Maintenance Manager.

Requirements

• Experience in retail management, office administration, and/or construction industry preferred.
• Professional appearance and a positive attitude.
• Team player with honesty, strong work ethic, and excellent attendance.
• Excellent written and oral communication skills.
• Well-organized with the ability to meet deadlines and attention to detail.
• Basic computer skills (average or better typing speed).
• Basic proficiency with Microsoft Office Suite (Outlook, Excel, Word).

Physical Requirements

This position is considered sedentary, with work performed in a shared office setting involving long periods of sitting and computer use. Occasional lifting of file boxes may be required.