Admininistrative Assistant Maintenance Department

8 hours daily/ 12 months

#200601

Job Title: Administrative Assistant – Facilities Maintenance Department

Department: Facilities Maintenance

Reports To: Director of Maintenance and Assistant Director of Maintenance

Position Summary

Provides administrative, operational, and customer service support for the Facilities Maintenance Department. Serves as the primary communication hub for the department, manages work order and purchasing workflows, managing Maintenance personnel payroll time sheets, handles 811 locate tickets, and keeps daily operations organized. Requires strong computer literacy, excellent organizational habits, and an approachable, team-first attitude.

Essential Duties & Responsibilities

Communication & Front Desk Operations: Answer high-volume incoming calls, respond to public inquiries, and coordinate seamlessly with peers, technicians, and external vendors.

Work Order Processing: Receive, triage, and input service requests into the maintenance management system. Accurately record data from completed requests to track equipment history and job completion times.

811 Locate Ticket Management: Receive, review, and process 811 Call-Before-You-Dig locate requests. Route routine and emergency tickets to field personnel to ensure safety compliance.

Purchasing Support: Initiate purchase orders for maintenance supplies, parts, and vendor services; cross-reference invoices with receipts for accuracy.

Administrative & Data Support: Maintain digital files, organize department records, managing Maintenance personnel payroll time sheets, and perform other duties as assigned by the supervisor.

Required Qualifications & Skills

Education & Experience: High school diploma or GED. Administrative support experience preferred, ideally in maintenance, facilities, or public works. Valid North Carolina driver’s license.

Computer & Typing Proficiency: Fast, accurate typing skills and strong computer literacy. Hands-on experience creating and updating spreadsheets (Excel/Google Sheets) and using core office applications is required.

Organizational Skills: Exceptional time-management abilities with a proven knack for prioritizing multiple task streams accurately.

Interpersonal Attributes: Outstanding customer service skills and a positive demeanor; must get along exceptionally well with colleagues, external partners, and the public.