Gold Medal Environmental - Apple Valley Waste Inc
Maintenance Administrator
Gold Medal Environmental - Apple Valley Waste Inc, Charles Town, West Virginia, United States, 25414
Job Description
Job Description
Primary Position: The Maintenance Administrator position provides critical support to the maintenance department by coordinating administrative tasks, managing work order systems, tracking inventory, and ensuring prompt communication between maintenance staff, vendors, and other departments. This role reports to the Fleet Maintenance Manager and is essential in maintaining operational efficiency and compliance with safety and maintenance protocols.
Primary Responsibilities: Serve as the primary administrative support and point of contact for maintenance-related inquiries and service requests. Maintain and update the computerized maintenance management system (CMMS) or work order tracking software. Schedule and coordinate preventive maintenance and repair activities. Track and order maintenance supplies, tools, and parts; support accurate inventory records. Assist with vendor management, including scheduling service calls and processing invoices. Prepare reports on maintenance activities, downtime, and equipment performance. Support compliance with OSHA, EPA, and other regulatory requirements by maintaining documentation and safety records. Assist in preparing budgets, purchase requisitions, and capital project documentation. Maintain organized records of equipment manuals, warranties, and maintenance logs. Serve as the primary administrative support and point of contact for maintenance operations, coordinating work orders, vendor communication, and departmental documentation. Manage and maintain the eMaint CMMS system, including:
Configure user access, fields, and workflows within eMaint for mechanic or management users. Creating and closing work orders. Scheduling preventive maintenance tasks. Tracking asset history and maintenance logs. Coordinate with internal departments and external vendors to schedule repairs, inspections, and service calls. Monitor inventory levels of maintenance supplies and initiate purchase orders as needed. Generate reports from eMaint for maintenance KPIs, downtime analysis, and compliance audits. Serve as eMaint liaison during internal or third-party audits.
Assist with invoice processing, budget tracking, and vendor documentation. Maintain accurate records of equipment manuals, warranties, and safety documentation. Support compliance with OSHA, EPA, and other regulatory requirements. Provide administrative support to the Maintenance Manager and team, including meeting coordination and document preparation.
Inventory Control Duties Conduct regular cycle counts of inventory and reconcile discrepancies. Maintain database of parts and supplies with accurate part numbers, descriptions, and storage locations. Coordinate returns, warranties, and core exchanges with vendors. Assist in developing and updating parts stocking levels and reorder points. Maintain cleanliness and organization of parts storage areas. Tag and log new assets, parts, and tools into inventory and CMMS.
General Administrative Duties Track maintenance team time entries and assist with payroll or timesheet processing. Maintain maintenance department calendars, including inspection schedules and license renewals. Support onboarding and training documentation for new maintenance hires. Organize department meetings, prepare agendas, and take meeting minutes. Support filing, scanning, and digital archiving of service documents.
Work
Environment/Physical
Environment Office setting within a maintenance or industrial facility. Occasional exposure to warehouse or mechanical areas. May require occasional lifting of office supplies or maintenance parts (up to 25 lbs).
Qualifications: High school diploma or equivalent 2+ years of administrative experience, preferably in a maintenance or facilities environment. Proficiency in Microsoft Office Suite (Excel, Word, Outlook). Experience with CMMS software (e.g., SAP PM, Maximo, eMaint) is highly desirable. Strong organizational and time-management skills. Excellent communication and interpersonal abilities. Ability to work independently and collaboratively in a fast-paced environment.
Job Description
Primary Position: The Maintenance Administrator position provides critical support to the maintenance department by coordinating administrative tasks, managing work order systems, tracking inventory, and ensuring prompt communication between maintenance staff, vendors, and other departments. This role reports to the Fleet Maintenance Manager and is essential in maintaining operational efficiency and compliance with safety and maintenance protocols.
Primary Responsibilities: Serve as the primary administrative support and point of contact for maintenance-related inquiries and service requests. Maintain and update the computerized maintenance management system (CMMS) or work order tracking software. Schedule and coordinate preventive maintenance and repair activities. Track and order maintenance supplies, tools, and parts; support accurate inventory records. Assist with vendor management, including scheduling service calls and processing invoices. Prepare reports on maintenance activities, downtime, and equipment performance. Support compliance with OSHA, EPA, and other regulatory requirements by maintaining documentation and safety records. Assist in preparing budgets, purchase requisitions, and capital project documentation. Maintain organized records of equipment manuals, warranties, and maintenance logs. Serve as the primary administrative support and point of contact for maintenance operations, coordinating work orders, vendor communication, and departmental documentation. Manage and maintain the eMaint CMMS system, including:
Configure user access, fields, and workflows within eMaint for mechanic or management users. Creating and closing work orders. Scheduling preventive maintenance tasks. Tracking asset history and maintenance logs. Coordinate with internal departments and external vendors to schedule repairs, inspections, and service calls. Monitor inventory levels of maintenance supplies and initiate purchase orders as needed. Generate reports from eMaint for maintenance KPIs, downtime analysis, and compliance audits. Serve as eMaint liaison during internal or third-party audits.
Assist with invoice processing, budget tracking, and vendor documentation. Maintain accurate records of equipment manuals, warranties, and safety documentation. Support compliance with OSHA, EPA, and other regulatory requirements. Provide administrative support to the Maintenance Manager and team, including meeting coordination and document preparation.
Inventory Control Duties Conduct regular cycle counts of inventory and reconcile discrepancies. Maintain database of parts and supplies with accurate part numbers, descriptions, and storage locations. Coordinate returns, warranties, and core exchanges with vendors. Assist in developing and updating parts stocking levels and reorder points. Maintain cleanliness and organization of parts storage areas. Tag and log new assets, parts, and tools into inventory and CMMS.
General Administrative Duties Track maintenance team time entries and assist with payroll or timesheet processing. Maintain maintenance department calendars, including inspection schedules and license renewals. Support onboarding and training documentation for new maintenance hires. Organize department meetings, prepare agendas, and take meeting minutes. Support filing, scanning, and digital archiving of service documents.
Work
Environment/Physical
Environment Office setting within a maintenance or industrial facility. Occasional exposure to warehouse or mechanical areas. May require occasional lifting of office supplies or maintenance parts (up to 25 lbs).
Qualifications: High school diploma or equivalent 2+ years of administrative experience, preferably in a maintenance or facilities environment. Proficiency in Microsoft Office Suite (Excel, Word, Outlook). Experience with CMMS software (e.g., SAP PM, Maximo, eMaint) is highly desirable. Strong organizational and time-management skills. Excellent communication and interpersonal abilities. Ability to work independently and collaboratively in a fast-paced environment.