Maintenance & Repair Administrative Specialist

United States·Phoenixmid

Administrative SpecialistAdministration & Office Support

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Quick Summary

Key Responsibilities

Identify repair shops, parts suppliers, and service providers; request quotes; compare pricing, availability, and turnaround times; and coordinate service appointments.

Requirements Summary

Assist with ordering approved parts and supplies, tracking deliveries, and organizing related purchase records. Reporting and general administration: Update maintenance expense reports,

Technical Tools

Administrative SpecialistAdministration & Office Support

- Shift: 1 Monday – Friday Day Shift (5am ~ 2pm)

- Shift: 2 Monday – Friday Day Shift (2pm ~ 11pm)

Responsibilities

~1 min read

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Vendor sourcing and coordination: Identify repair shops, parts suppliers, and service providers; request quotes; compare pricing, availability, and turnaround times; and coordinate service appointments.
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Invoice and receipt management: Collect, organize, and file invoices, receipts, purchase orders, and supporting documents. Verify charges against approved quotes and completed work, and follow up on discrepancies.
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Payment processing support: Prepare payment requests, obtain required approvals, submit documentation to Accounting, and track payment status. Respond to vendor billing inquiries.
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Maintenance recordkeeping: Maintain accurate records by equipment or asset number, including service dates, repair details, parts replaced, costs, mileage or operating hours, and the next scheduled service.
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Repair request tracking: Maintain a log of open maintenance requests, scheduled appointments, repair progress, and completion dates. Follow up with vendors and communicate updates to the maintenance team.
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Preventive maintenance scheduling: Track upcoming service requirements and send reminders to help ensure maintenance is completed on time.
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Parts and supply support: Assist with ordering approved parts and supplies, tracking deliveries, and organizing related purchase records.
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Reporting and general administration: Update maintenance expense reports, vendor contact lists, warranty records, and other departmental files. Provide general administrative support as needed.

Requirements

~1 min read

Previous experience in administrative support, vendor coordination, purchasing, or accounts payable preferred.
Proficiency in Microsoft Excel, Outlook, and Word.
Strong organizational skills, attention to detail, and ability to follow up on multiple tasks.
Ability to communicate professionally with vendors, technicians, operations staff, and Accounting.
Experience in logistics, warehouse operations, fleet maintenance, or equipment repair is a plus.
Basic familiarity with equipment and maintenance terminology is helpful; technical repair experience is not required.