MAINTENANCE ADMIN ASSISTANT

Key Responsibilities

1. Work Order Management:

Create, track, and update work orders for maintenance requests.
Assign tasks to maintenance staff or external contractors.
Monitor the status of work orders and ensure timely completion of maintenance tasks.
2. Scheduling and Coordination:

Schedule routine maintenance inspections, repairs, and preventative maintenance.
Coordinate with vendors and contractors to schedule services.
Assist in organizing meetings and inspections for maintenance planning.
3. Invoice Matching and Processing:

Match maintenance-related invoices to corresponding work orders, purchase orders, and contracts.
Verify the accuracy of charges, ensuring they align with agreed terms, rates, and services provided.
Coordinate with vendors and contractors to resolve any discrepancies or issues with invoices.
4. Expense Tracking:

Maintain and update a record of all maintenance-related expenses and purchases.
Monitor spending against budgets and flag any discrepancies or potential budget overruns.
Ensure proper coding and allocation of expenses for accounting purposes.
Education:

High school diploma or equivalent (a degree in finance, business administration, or a related field may be preferred).
Experience:

1-2 years of experience in administrative or finance roles, particularly within maintenance or facilities management.
Technical Skills:

Proficient in Microsoft Office (Word, Excel, Outlook). Experience with financial software, ERP systems, or CMMS is a plus.
Attention to Detail:

Strong attention to detail for accurate invoice matching, expense tracking, and report generation.