Light Industrial - Maintenance Admin

Job Summary

We are seeking an energetic and highly organized Maintenance Admin to join our team! In this vital role, you will serve as the central hub for maintenance operations, ensuring smooth communication, efficient scheduling, and accurate record‑keeping. Your proactive approach and exceptional organizational skills will help keep our facilities running seamlessly. This position offers a dynamic environment where your administrative expertise will directly support the maintenance team’s success and contribute to a well‑maintained, safe, and productive workplace.

• Manage maintenance schedules, work orders, and service requests with precision and timeliness.
• Maintain detailed records of maintenance activities, parts inventory, and vendor contacts using systems like Quick Books and other office management tools.
• Serve as the primary point of contact for internal teams, vendors, and contractors via multi‑line phone systems and email correspondence.
• Coordinate appointments, calendar management, and follow‑up tasks to ensure timely completion of maintenance projects.
• Handle clerical duties such as data entry, filing, proofreading, and document organization to support maintenance operations.
• Provide excellent customer service by addressing inquiries promptly and professionally at the front desk or via phone.
• Utilize computer skills including Microsoft Office, Google Workspace, and office management software to streamline administrative processes.
• Assist with bookkeeping tasks related to maintenance expenses and vendor payments.
• Support office management functions by maintaining organization of supplies, files, and records related to maintenance activities.

• Prior experience in office administration or clerical roles within a maintenance or facilities environment is preferred.
• Strong computer literacy with proficiency in Microsoft Office Suite (Word, Excel, Outlook), Google Workspace, and Quick Books.
• Excellent organizational skills with the ability to manage multiple tasks efficiently in a fast‑paced setting.
• Bilingual abilities are a plus to effectively communicate with diverse teams and vendors.
• Demonstrated customer service skills with professional phone etiquette and a friendly demeanor.
• Experience with calendar management, data entry, filing systems, and proofing documents is highly desirable.
• Previous roles such as receptionist, medical or dental receptionist, personal assistant or office coordinator will provide valuable background for success in this position. Join us as a Maintenance Admin where your proactive attitude and attention to detail will help ensure our facilities operate flawlessly! We value energetic professionals who thrive on organization and delivering exceptional support every day.