Maintenance Administrator

Role Overview

• 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
• Free weekly car washes
• Tuition reimbursement (full-time employees)
• Referral Program