FACILITIES MAINTENANCE ADMINISTRATOR

Farmington Country Club•Charlottesville, VA

11d•Onsite

About The Position

In this administrative role, the candidate will provide organizational and operational support to the Facilities Maintenance Department while maintaining a professional image and delivering exceptional internal customer service. This position is responsible for coordinating work order management, preventive maintenance administration, reporting, purchasing, recordkeeping, and departmental communications to support the efficient operation of club facilities.

Requirements

High School Diploma required
Comprehensive computer skills are required; highly proficient in Microsoft Office Suite.
Excellent customer service and professional communication skills.
A high level of organization, time management, and attention to detail.
Ability to work independently and as part of a team.
Ability to manage multiple priorities and meet deadlines in a fast-paced environment.

Nice To Haves

higher education preferred
Two or more years in an administrative or clerical position preferred
experience supporting facilities maintenance, operations, property management, or a related field is a plus
Experience with MaintainX or other Computerized Maintenance Management Systems (CMMS) preferred.

Responsibilities

Create, assign, track, and follow up on maintenance work orders within MaintainX.
Develop, schedule, and maintain recurring preventive maintenance work orders and asset maintenance programs.
Generate and distribute reports related to work order status, preventive maintenance compliance, labor utilization, and departmental performance.
Maintain accurate equipment, asset, inventory, and maintenance records within MaintainX.
Coordinate the ordering of maintenance parts, materials, tools, and supplies while maintaining accurate purchasing documentation.
Assist with inventory management and tracking of maintenance stock and equipment.
Monitor departmental email accounts and ensure timely routing and follow-up of communications.
Provide administrative support to the Director of Facilities Maintenance and Facilities Maintenance team.
Coordinate vendor communications, service scheduling, and administrative documentation.
Assist with invoice processing, purchase tracking, and record retention.
Prepare reports, spreadsheets, correspondence, and other departmental documents as needed.
Maintain organized electronic and physical filing systems for maintenance records and department documentation.
Coordinate meetings, schedules, and other departmental administrative activities as requested.
Identify opportunities for process improvement within maintenance administration and department operations.
Perform other duties and special projects as assigned.