Submit purchase order requests to the purchasing department for parts from various vendors to meet the needs of the site location
Assist with monitoring and updating maintenance technicians and operational managers regarding maintenance service orders, inventory and parts purchase ordering and the current/pending status of maintenance projects
Assist with maintaining multiple computerized databases to track car wash production equipment, maintenance records, and equipment parts and inventory tracking
Support the Maintenance Director to monitor and assign the day-to-day activities of a team of service technicians; communicate project prioritization/urgency, timelines, and inventory/purchasing requests
Responsible for leading meetings, taking detailed notes, and distributing meeting summaries to the team for clear communication and follow-up
Track service orders, purchase orders and invoicing and provide status updates as needed (this position will not be responsible for purchase orders or invoicing similar tasks will be handled by the appropriate Purchasing and AP team members)
Serve as primary liaison and point of contact between the and purchasing and accounts payable departments
Collaborate and coordinate the facilitation of parts, and par-level inventories to the service technician team
Administrative responsibilities pertaining to inventory maintenance and monitoring, time sheets approval and updating of current maintenance service tickets, project and programs
Help organize/create travel arrangements for site development, operation and maintenance team
Assist in monitoring and updating the database for each car wash location with site-specific information including but not limited to: Fire inspection and equipment upkeep and adherence based on state and city inspections
Backflow inspection and scheduled adherence
Routine facilities service and scheduled adherence
Equipment par-levels and order process for accurate inventories
Daily and weekly timesheets and labor administration
Verification of technicians wages and schedule coordination
Collaboration and implementation of SOPs and ability to support and implement new operating systems into the field
Filing / Paper Management / Site Inspections / Maintenance Vehicles Tracking / Annual Inspections
Requirements
Two years of administrative or office management experience dedicated to facilities, maintenance, or construction required
Strong knowledge and understanding of maintenance and facilities administration required
Experience with purchasing and inventory control management required
Strong administrative background working the entire MS Office 365 Suite with intermediate to advanced skills working with Excel and SharePoint
Familiarity with navigating accounting software or operating an ERP system required (MS Dynamics Business Central preferred)
Experience working across multiple databases simultaneously, including a Computerized Maintenance Management System (CMMS), with the ability to provide scheduled reports and generate reports as needed upon request
Ability to track, update and report on the status of all open/pending service tickets and all inventory and purchase requests across the entire Company including external vendors and contractors
Resolve valid or invalid charges and adjustments with back-up documentation
Strong personal/interpersonal communication skills to interact with employees, supervisors and external vendors/contractors
Maintain and track all service requests across multiple car wash locations and warehouses
Strong analytical and time management skills
Well organized and strong attention to detail
Ability to travel on occasion for local site visits and to other markets on a minimal basis as needed
Tech Stack
ERP
Benefits
Accrued Vacation Time
Excellent Medical/Dental/Vision for full-time employees after waiting period
STD, LTD and Life Insurance Options
401(k) eligibility is granted if you are 18 or older and have completed 2 months of service