Building Maintenance Administrative Assistant - Year Round

** PURPOSE OF POSITION:
** The Building Maintenance Administrative Assistant plays a vital role in inventory control, asset data collection, shipping and receiving, and providing technician support in the Building Maintenance department. This position owns the parts room, the path a part takes from request to bin, and the day-to-day accuracy of Limble, the department’s work-management system. This is not a technician role, and the Administrative Assistant does not repair equipment.

** RESPONSIBILITIES:
*** Parts room, receiving, and inventory
** Receive, inspect, label, and store incoming parts, tools, and supplies. Match every delivery to the packing slip and the purchase order. Quarantine damaged, short, or wrong shipments and close them with the vendor.
* Issue parts and materials to technicians against a work order or a documented request in Limble. Parts do not leave the room without a record.
* Label bins and parts so a technician can find the item without a guided tour. Keep the parts room clean, safe, and organized.
* Maintain accurate inventory in Limble: on-hand quantity, bin location, unit of measure, vendor, cost, and the assets that use the part.
* Set and hold minimum and maximum levels. Reorder before a critical part stocks out. Flag obsolete and slow-moving parts for review rather than letting them occupy a bin forever.
* Cycle-count on a set schedule and correct variances. A count that lives only on paper is not a count.
* Track warranties, returns, core exchanges, and restocking credits through to closure.
* Support shop recycling and scrap handling for Building Maintenance deliveries and the parts room.
* Sourcing, expediting, and vendors
** Source parts for breakdowns and planned work. Check price, lead time, and availability before the order goes out. Use approved vendors first.
* Build requisitions and purchase requests through the resort purchasing process and in Limble. Expedite orders that are holding a guest-facing building or a down asset. Confirm ship dates. Do not wait for the technician to ask twice.
* Keep vendor contacts, account references, and part cross-references current in Limble.
* Resolve invoice, packing-slip, and receiving discrepancies. A short shipment that is signed for as complete is a loss.
* Coordinate outbound shipping for returns, cores, and warranty claims, and inbound deliveries so the dock is not a surprise
* Limble, assets, and standard work
** Build and maintain asset records: building or system location, make, model, serial, nameplate photo, warranty, and parent/child relationship. If it is not in Limble, the department does not officially have it.
* Label assets and bin locations with QR or barcode labels. Confirm a scan opens the right record before the label is called done.
* Collect asset data in the field when a record is missing. That includes walking to the equipment, with the tools and labels the task requires.
* Write and update standard operating procedures, preventive-maintenance checklists, and task instructions in Limble so the work is repeatable as the department grows.
* Support work-request intake and the PM calendar. Keep open work visible. Close or bounce requests that are sitting with no owner.
* Train technicians and new hires on Limble: work orders, parts issue, asset scan, and the mobile app. Hold the standard. Do not let every tech invent a personal process.
* Pull parts, work-order, and asset reports when Building Maintenance leadership asks. The report should match the shelf and the board.
* Department Administration
** Run the Building Maintenance office day to day: phones, email, filing, and vendor correspondence that has to match a receiver or a work order.
* Maintain the department calendar and support technician schedule…