Maintenance Assistant

Main Purpose:

Knowledge Skills and Abilities, Key Responsibilities:

Key Responsibilities

Administrative & Procurement Support

• Generate and manage purchase orders for maintenance-related materials and services.
• Request and consolidate quotes from vendors, ensuring competitive sourcing.
• Track procurement status and coordinate with suppliers for timely delivery.
• Ensure proper classification and budget allocation of all maintenance-related purchases (OPEX/CAPEX).

2

Work Order & Documentation Management

• Create, update, and close maintenance work orders in the CMMS.
• Maintain an organized archive of maintenance records, certifications, warranties, and technical documentation.
• Ensure contractor reports and service confirmations are properly collected and filed.

3

Vendor & Contractor Coordination

• Follow up on pending maintenance services or deliveries from external contractors.
• Assist in organizing contractor visits including access requests, documentation checks, and safety onboarding.

4

Safety Program Reporting Support

• Assist in compiling maintenance-related safety data such as corrective actions, equipment failures, and safety inspections.
• Ensure maintenance activities are properly documented within the safety reporting systems used by the terminal.

5

Inventory & Asset Support

• Support inventory reconciliation processes for spare parts, tools, and maintenance consumables.
• Maintain records of asset tags, equipment inspections, and calibration schedules.

Position Requirements

Work Experience: 

• Minimum 2 years of administrative experience, preferably in maintenance, logistics, or industrial operations.
• Familiarity with procurement and/or maintenance management systems preferred.

Education, Certificates & Professional Licenses: 

• Associate Degree in Industrial Management, Business Administration, Engineering Technology, or equivalent.
• OSHA 10/30 or safety training certificates preferred.

General and Technical Skills: 

•  Strong organizational and follow-up skills.
•  Proficiency with Microsoft Office (Excel, Word, Outlook) and experience in ERP or CMMS systems (NAV preferred)
• Ability to interpret and manage technical documentation.
• Basic understanding of safety principles and maintenance processes in industrial environments.
• Effective written and verbal communication skills in Spanish and English.

Competencies

• Detail-oriented and able to manage multiple priorities simultaneously.
• Strong sense of responsibility and confidentiality.
• Team-oriented mindset with initiative to support process improvements.
• Commitment to safety, compliance, and continuous improvement.

Physical Requirements: 

• Ability to move between office and field environments as needed.
• Occasionally required to use PPE and enter controlled operational areas.

Key Relationships and Department Overview:

• Internal – Maintenance team, Terminal Operators, Operations team, HSE Department, Procurement, Administrative Support.
• External – Contractors, Service Providers, Suppliers, and Vendors.