Maintenance Office Assistant
About The Position
The Maintenance Office Assistant supports core administrative operations by maintaining organized records, processing work orders and invoices, assisting with inventory coordination, and ensuring accurate documentation across maintenance activities. In addition, this position plays a vital role in dispatch operations. During scheduled dispatch coverage, the assistant responds to incoming service requests, creates and assigns work orders, and communicates effectively with maintenance technicians to ensure timely and accurate service delivery. By supporting both administrative and operational functions, this role contributes directly to maintaining high service standards across the resort.
Requirements
- High school diploma or equivalent required
- Strong verbal and written communication skills
- Ability to read and interpret work orders and operational documents
- Basic math skills for invoice review and inventory tracking
- Strong organizational skills and attention to detail
- Ability to manage multiple tasks and prioritize effectively
- Clear communication and strong customer service skills
- Ability to collaborate across departments
- Reliability in maintaining accurate records and documentation
- A proactive, positive work ethic
- Ability to follow established procedures while supporting efficiency
Nice To Haves
- Previous experience in office administration, dispatch, or customer service preferred
Responsibilities
- Provide daily administrative assistance to the Maintenance Office Administrator
- Maintain organized and accurate records related to maintenance operations, vendors, and service requests
- Perform data entry, document management, and general office coordination
- Assist in tracking open work orders and supporting workflow organization
- Provide scheduled coverage for the Maintenance Dispatch Office
- Answer calls and service requests from guests and internal departments
- Create and enter work orders into the maintenance management system
- Assign and communicate work orders to appropriate maintenance technicians
- Relay updates, priorities, and service details clearly to maintenance staff
- Monitor work order progress and assist with follow-up communication
- Assist with entering and processing invoices, receipts, and vendor charges
- Review documentation for accuracy prior to approval
- Support the closing and billing readiness of completed work orders
- Assist with billing parts and materials to maintenance work orders
- Track and document labor, parts, and materials associated with service requests
- Participate in periodic inventory counts
- Support inventory documentation and year-end reconciliation processes
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
Number of Employees
101-250 employees
