Maintenance Administrative Assistant

Gandara Center•West Springfield, MA

9h•$20 - $23

About The Position

The Maintenance Administrative Assistant provides essential administrative support to the Maintenance Department, ensuring smooth operations through accurate scheduling, work order management, safety compliance, and organized record-keeping. This role is critical to maintaining a safe and efficient environment for staff and clients.

Requirements

Associate's Degree or equivalent experience
1-2 years of administrative support experience, preferably in facilities or maintenance
Proficiency in MS Office (Word, Excel, Outlook, Power Point)
Strong organizational skills and attention to detail
Ability to maintain confidentiality and work in a fast-paced environment.

Nice To Haves

Bilingual candidates encouraged to apply

Responsibilities

Maintain safety documentation and ensure adherence to health center safety standards.
Schedule and track safety inspections and preventive maintenance activities.
File incident reports and assist with corrective action documentation.
Receive, log, and prioritize maintenance work orders.
Update and monitor work order status in the maintenance tracking system.
Communicate with maintenance staff and vendors to ensure timely completion of tasks.
Schedule preventive maintenance, repairs, and vendor appointments.
Coordinate internal maintenance activities and maintain calendars for supervisors.
Assist with meeting preparation and take minutes when required.
Organize and maintain electronic and hard copy files for maintenance activities.
Prepare reports on work order completion, safety checks, and inventory usage.
Ensure accurate data entry into maintenance systems.
Filing & Documentation Organize and maintain electronic and hard copy files for maintenance activities.
Prepare reports on work order completion, safety checks, and inventory usage.
Ensure accurate data entry into maintenance systems.
Asset Management General Administrative Answer and route calls related to maintenance inquiries order and track office and maintenance supplies Prepare and modify documents including correspondence, reports, and memos