JOB PURPOSE: Under the direction of the Maintenance Manager, the Maintenance Administrative Assistant (AA) is responsible for the administrative support to the Maintenance Manager and the Maintenance team. This role involves organizing property-related tasks, coordinating with different departments, ensuring compliance with company policies, and maintaining the preventative maintenance program. This position plays a crucial role in ensuring that the business of CAA Management operates efficiently to meet productivity targets.
JOB DUTIES AND RESPONSIBILITIES
Administrative Management:
– Assist the Maintenance Manager with all administrative operations related to the property, including documentation, record-keeping, and reporting.
– Assist the Maintenance Manager with coordinating & assigning activities of field staff, maintenance.
– Maintain department supplies and materials, sourcing items when requested, coordinating and communicating with outside vendors as needed.
– Provides overall office, project, and administrative management, including preparation of correspondence, reports, memos, letters, meeting minutes, assisting in the preparation of monthly reports, and other special reports as requested
– Perform administrative duties that include answering incoming calls professionally, scanning, faxing, filing, and organizing documentation
– Create, manage, and organize all file systems and folders, hard copy and electronic
– Maintain office supplies and coordinate the maintenance of office equipment, such as the fax, copier, and other office equipment.
– Log all incoming and outgoing mail
Payroll:
– In preparation of weekly payroll, compile employee hours from time clock system, working with maintenance team, project team, and any contracted workers to resolve timekeeping discrepancies and omissions in a timely manner. Forward to Facilities Manager for approval.
– Assist with the coordination of new employee paperwork/onboarding, ensuring forms are completed accurately, and forwarding appropriate documentation to Human Resources.
– Set up new employees in the timekeeping system.
– Perform field exit processes for jobsite personnel.
Purchasing:
– Point of contact for all purchasing for maintenance-related items.
– purchase maintenance parts and supplies, and manage inventory
– Work with maintenance to develop spare lists for new equipment, and coordinate purchasing activities with manufacturing and engineering departments
– Sourcing suppliers based on price, availability, necessity, quality, and logistical expenses
– Assessing vendors and their offerings
– Coordinating with shipping agencies and sellers to ensure timely deliveries and overseeing the integrity and quality of delivered goods and services
– Authorizing payments and managing purchasing expenses with meticulous record-keeping
– Work in collaboration with the Procurement Specialist for all deliveries of company site materials, informing appropriate site personnel when shipments are received.
– Receive and log all incoming/outgoing mail and department deliveries, coordinating the distribution to appropriate personnel, including maintenance and site personnel
– Coordinate deliveries of department or project site materials, communicate with Facilities Manager for labor assignments, and inform appropriate site personnel when deliveries arrive or are expected to arrive
Facility Management Software:
– Become an expert in the Maintenance software system to efficiently assist the Facilities Manager with the preventative and on-demand maintenance for all CAA Management buildings and facilities.
– Coordinate with the Maintenance Manager; preventive maintenance schedules, work order management to ensure efficient follow-through on maintenance and repair tasks in real time, equipment maintenance, gathering and organizing appropriate information such as photos, manuals, and maintenance records, and inventory control.
– Assist Maintenance Manager with the development of the work order process and train appropriate department heads on the process.
– Perform additional duties as requested by Management
QUALIFICATIONS
Education and Experience:
– Highschool diploma, GED, or and equivalent certification with,
– 5+ years of office administration work
– Proficient computer skills, with advanced knowledge of MS Office, specifically Word and Excel.
– Knowledge of QuickBooks programs, and Accounts Receivable experience an asset.
– Strong communication, problem-solving, and organizational skills required