Maintenance & Repair Administrative Specialist

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

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

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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.

• 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.