Maintenance Administrative Assistant

Overview

The Maintenance Administrative Assistant provides vital administrative support to the maintenance department, ensuring smooth daily operations. By managing documentation, vendor coordination, and department communications, this role enhances efficiency and contributes to the overall success of the team.

• Assist the manager with administrative functions, including payroll, timekeeping, and recordkeeping.
• Maintain and organize project documentation.
• Take meeting minutes for departmental meetings and ensure follow-up on action items.
• Request quotes from vendors and service providers to support operational needs.
• Submit new vendor information to the accounting department and assist in opening new vendor accounts.
• Complete purchase orders using vendor accounts.
• Reconcile departmental phone bills.
• Order supplies, monitor stock, and maintain inventory par levels.
• Maintain and update communication boards and other communication methods within the department.
• Other duties as assigned.

• Strong organizational and time management skills.
• Excellent communication skills, both written and verbal.
• Ability to manage multiple administrative tasks with attention to detail.
• Proficiency with office software and systems for payroll, purchasing, and communication.
• Service-oriented mindset with a collaborative approach.

• 2–3 years of administrative experience required.
• Experience supporting maintenance or operations teams preferred.

• High School Diploma required.
• Some college coursework preferred.

• Generous medical, dental, and vision available first of the month following hire date, includes FSA, HSA, and Dependent Care
• Disability Insurance
• Life Insurance
• Employee Assistance Program
• Supplemental benefits
• 401k matching
• Employee discount program
• Vacation and Sick Time

Successful completion of a background check is required prior to employment.

EOE Statement HM Alpha Hotels & Resorts is an Equal Opportunity Employer and Prohibits Discrimination and Harassment of Any Kind. We are committed to providing an environment of mutual respect, the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions are based on business needs, job requirements and individual qualifications, without regard to race, color, religion or belief, sex (including pregnancy and gender identity), national origin, age (40 or older) disability, genetic information, family or parental status, military service, or any other status protected by the laws or regulations in the locations where we operate.

HM Alpha Hotels & Resorts will not tolerate discrimination or harassment based on any of these characteristics.

Note:

This description reflects the general responsibilities of the position and is not a complete list of duties. Responsibilities, requirements, and working conditions may change at any time with or without notice.