Maintenance Administrator

JOB DESCRIPTION

Job Title: Maintenance Administrator

Department: Maintenance

Reports To: Maintenance Manager

FLSA Status: Exempt

SUMMARY: The Maintenance Administrator will play a critical role in supporting the Maintenance Department by administering the CMMS, coordinating service requests, maintaining records, and ensuring the efficient operation of maintenance-related systems and documentation. This position is ideal for a detail-oriented, organized individual with a strong administrative background and an interest in operations or facility maintenance.

PRIMARY RESPONSIBILITIES:

1. Schedule and track preventative maintenance (PM) activities for all equipment, machinery, and facility systems.


2. Manage work order systems, including logging requests, assigning tasks, and tracking completion.


3. Maintain accurate maintenance records, logs, inspection reports, and equipment documentation.


4. Coordinate with vendors and service providers for equipment repairs and facility services.


5. Support inventory management of maintenance supplies and parts.


6. Ensure compliance with safety and regulatory standards in maintenance documentation and procedures.


7. Assist with audits, inspections, and internal reporting related to equipment and facility upkeep.


8. Generate regular maintenance reports and metrics for leadership.


9. Provide administrative support to the Maintenance Manager and other department staff.


10. Participate in continuous improvement initiatives and process documentation

ADDITIONAL RESPONSIBILITIES:

1. Airport Pickup/Drop-off Executive Staff when needed


2. 24/7 weekend on call when problems arise

KNOWLEDGE AND SKILL REQUIREMENTS:

1. High school diploma or equivalent; additional education or training in administration or maintenance management preferred.


2. Previous experience in an administrative role, preferably in a maintenance or facilities management setting.


3. Proficiency in computer applications, including Microsoft Office suite (Word, Excel, PowerPoint) and computerized maintenance management systems (CMMS).


4. Strong organizational and time management skills, with the ability to prioritize tasks and manage multiple projects simultaneously.


5. Excellent communication and interpersonal skills, with the ability to interact professionally with internal and external stakeholders.

WORKING CONDITIONS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions.

The employee frequently is required to use hands or fingers, handle objects, tools, or controls. The employee is occasionally required to stand; walk; sit; and reach with hands and arms. The employee must occasionally lift/move up to 25 pounds. Specific vision abilities required by this position include close vision, distance vision, and ability to adjust focus.

NOTE

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other duties requested by an authorized person. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbent will possess the skills, aptitudes, and abilities to perform each duty proficiently. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an "at will" relationship.