Administrative Assistant Bilingual

Job Description

Job Description

Primary Position :

The Maintenance Administrator position provides critical support to the maintenance department by coordinating administrative tasks, managing work order systems, tracking inventory, and ensuring prompt communication between maintenance staff, vendors, and other departments. This role reports to the Fleet Maintenance Manager and is essential in maintaining operational efficiency and compliance with safety and maintenance protocols.

Primary Responsibilities :

• Serve as the primary administrative support and point of contact for maintenance-related inquiries and service requests.
• Maintain and update the computerized maintenance management system (CMMS) or work order tracking software.
• Schedule and coordinate preventive maintenance and repair activities.
• Track and order maintenance supplies, tools, and parts; support accurate inventory records.
• Assist with vendor management, including scheduling service calls and processing invoices.
• Prepare reports on maintenance activities, downtime, and equipment performance.
• Support compliance with OSHA, EPA, and other regulatory requirements by maintaining documentation and safety records.
• Assist in preparing budgets, purchase requisitions, and capital project documentation.
• Maintain organized records of equipment manuals, warranties, and maintenance logs.
• Serve as the primary administrative support and point of contact for maintenance operations, coordinating work orders, vendor communication, and departmental documentation.
• Manage and maintain the eMaint CMMS system, including :

Configure user access, fields, and workflows within eMaint for mechanic or management users.

Inventory Control Duties

General Administrative Duties

Work Environment / Physical Environment

Qualifications :