Maintenance Operations Administrator

Trailer Bridge•Jacksonville, FL

13d

About The Position

The Maintenance Operations Administrator serves as the central support hub for the maintenance and fleet operations team. This role is responsible for managing maintenance documentation, invoices, filing systems, vendor coordination, and system updates while supporting the day-to-day needs of the maintenance crew. This position requires strong organization, independence, attention to detail, and the ability to handle a fast-paced, sometimes high-pressure environment.

Requirements

Highly organized with strong attention to detail
Comfortable handling invoices, filing systems, and administrative workflows
Ability to work independently with minimal supervision
Proactive, reliable, and supportive of a hands-on maintenance team
Comfortable in a fast-paced environment
Strong communication and follow-through

Nice To Haves

Bilingual (English/Spanish) a plus

Responsibilities

Sort, organize, and maintain all maintenance paperwork for the maintenance team
Create and manage filing systems for maintenance records, invoices, and repair documentation
Scan, upload, and track invoices as they are received through ReqLogic
Process and pay maintenance-related invoices accurately and in a timely manner
Maintain organized digital and physical files to support audits and reporting
Update AS400 with equipment status, FHWA compliance updates, tire shop information, and completed shop work
Perform daily unit updates as repairs are completed
Maintain accurate repair history and documentation for all equipment
Verify unit ownership prior to coordinating or approving services
Receive and respond to road service calls related to equipment issues
Coordinate and dispatch road service as needed
Review repair needs and obtain approvals prior to service when required
Log all road service activity and repair details into tracking systems
Communicate with vendors regarding repairs, approvals, and account questions
Assist vendors with billing and invoice inquiries
Coordinate building and facility repairs (A/C, plumbing, general maintenance, etc.)
Request vendors and obtain quotes for building repairs and special projects
Manage Amazon and supply orders for maintenance operations
Stock and maintain the breakroom for the maintenance team
Prepare and distribute weekly maintenance shop production reports
Maintain organized records to support operational tracking and compliance