Maintenance Administrative Specialist

Job Summary

Supports the Distribution Center (DC) maintenance departments, to coordinate and sustain procurement activities required in the areas of facilities, material handling equipment and processes needed to maximize operations performance and uptime. Responsible for administrative functions of the Maintenance Department, completing monthly Key Performance Indicators (KPI), utilizing a CMMS system (creating work orders, reports, tracking, purchase orders, preventive maintenance schedules), and receiving inventory.

• Uses Computerized Maintenance Management System (CMMS)-generated preventive maintenance worksheets to maintain distribution machinery and equipment according to the manufacturer’s recommendations and good maintenance practices.
• Records and reports department monthly and year‑end budget numbers.
• Purchasing, receiving, and inventory control of parts, materials, and supplies for the department and general DC.
• Responsible for all parts issues, new and rebuilt. Creates and produces reports, correspondence and documents using Word and Excel spreadsheets.
• Responsible for documentation and tracking of department expenditures for Building Repairs, Janitorial and Equipment Repairs. Provides documentation and explanations for monthly/annual expense overages.
• Monitors daily transactions in department variable accounts. Notifies Managers of overages and supplies documentation to support overages.
• Originates, negotiates, investigates, and invites vendors to bid on supplies, materials and material‑handling spare parts and develops bid documents for pricing.
• Tracks and closes all vendor work orders and compiles them into the CMMS system. Reviews and reports discrepancies in vendor orders, pricing, deliveries, and warranties.
• Promptly and accurately files and matches invoices to purchase orders for prompt payment to vendors and suppliers.
• Responsible for radio issues to include audits, repairs, and negotiating purchase prices.
• Works with Maintenance Manager to maintain MSDS logs in accordance with OSHA standards.
• Exercises independent judgment, discretion, and confidentiality in performing daily work tasks & supports safety program documentation.

• High School diploma/GED and at least 2 years of experience in administrative support.
• Experience providing customer service to internal and external customers, meeting quality standards for services, and evaluating customer satisfaction.
• Intermediate level skill in Microsoft Excel (e.g., using SUM function, setting borders, column width, inserting charts, using text wrap, sorting, setting headers and footers, print scaling).
• Intermediate level skill in Microsoft Word (e.g., inserting headers, page breaks, page numbers, tables, adjusting table columns).
• Intermediate level keyboarding skills (at least 30 WPM, touch typing, formatting documents, 10‑key numeric pad).
• Willing and able to perform tasks which include repetitive bending, crouching, kneeling, reaching, twisting, sitting, standing, and walking with or without reasonable accommodation.

• Associate’s Degree.
• Experience negotiating with outside vendors, including negotiating contracts, prices, resolving service issues and reconciling differences.
• Experience using Windows, Outlook, and DOS‑based programs.
• Knowledge of accounting principles.
• Experience documenting and tracking department expenditures.
• Basic level skill in Microsoft Access (e.g., opening a table in datasheet view, entering data, filtering data, creating a form, modifying a form layout, applying themes, running, sorting and saving queries, creating and formatting a report, changing report text, adding an image, printing labels, navigating through records, and/or exporting to Excel).

We will consider employment of qualified applicants with arrest and conviction records.

Salary Range: $20.29 - $26.68 / Hourly