Maintenance Administrative Assistant

Maintenance Administrative Assistant The Maintenance Administrative Assistant supports the Maintenance Field Services teams by providing high-level administrative coordination, documentation management, and maintenance tracking support. This role is primarily administrative, ensuring accurate recordkeeping, scheduling support, and cross-departmental communication. Over time, the individual in this position may develop into expanded maintenance planning responsibilities, assisting with work order coordination, service scheduling, and equipment lifecycle tracking. The ideal candidate is highly organized, detail-oriented, and comfortable working with maintenance systems, field teams, and cross-functional departments. Key Responsibilities: Administrative & Departmental Support Provide daily administrative support to the Maintenance Field Services team. Maintain accurate electronic and physical maintenance records. Assist with data entry and tracking in ERP and maintenance systems. Prepare reports, summaries, and documentation for leadership review. Coordinate meetings, vendor communication, and internal correspondence. Track certifications, inspections, and compliance documentation deadlines. Maintenance Tracking & Work Order Support Assist in tracking all equipment maintenance activity. Enter, update, and monitor work orders to ensure accurate documentation. Support scheduling of planned maintenance (PM) and corrective maintenance (CM) activities. Utilize Equipment Service Requests (ESRs) to track service tasks and ensure timely closure. Follow up with field personnel to confirm completion of inspections and maintenance activities. Help coordinate service intervals such as crane inspections, pressure vessels, fire inspections, DOT requirements, and other safety compliance items. Inventory & Parts Coordination Assist in maintaining accurate maintenance parts records. Coordinate with supply chain and warehouse teams regarding parts availability. Track usage trends and support reorder notifications. Help ensure documentation of parts issued and returned. Warranty & Equipment Documentation Support Maintain warranty documentation and assist in tracking warranty claims. Log component failures and organize related documentation. Update monthly property damage cost reports. Maintain organized files related to equipment, lifecycle, and repair history. Reporting & Continuous Improvement Support Compile maintenance data for reporting purposes. Assist in tracking recurring issues or premature failures. Support leadership with data collection for trend analysis. Identify administrative process improvements to increase efficiency. Qualifications & Experience 3+ years of administrative experience (maintenance, mining, construction, heavy equipment, or industrial environments preferred). Strong proficiency in Microsoft Office Suite, including Excel. Experience with ERP or maintenance management systems preferred. Familiarity with maintenance terminology and equipment documentation is a plus. Ability to learn maintenance planning concepts over time. Skills & Competencies Strong organizational and time management skills. High attention to detail and accuracy. Effective written and verbal communication skills. Ability to manage multiple priorities in a fast-paced environment. Collaborative mindset with field and operations teams.

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