Maintenance Department Administrative Coordinator

Job Description

Job Description

Maintenance Department Administrative Coordinator

About Lutheran Child and Family Services (LCFS)

Lutheran Child and Family Services of Indiana/Kentucky, Inc. (LCFS) is a nonprofit, 501(c)(3) social service organization founded in 1883. We provide residential and community-based services to children, families, and individuals across Indiana and Kentucky. Guided by our mission—Engaging and Empowering Families and Community with Love, Compassion, Faith, and Support—LCFS maintains safe, functional, and welcoming facilities that support healing, stability, and hope. Learn more at lutheranfamily.org.

Position Overview

LCFS is seeking a highly organized and customer-focused Maintenance Department Administrative Coordinator to provide administrative, clerical, and operational support to the Facilities Director and Maintenance Department. This role coordinates work orders, preventive maintenance documentation, purchasing, vendor communications, compliance records, scheduling, and reporting while helping ensure our facilities remain safe, efficient, and welcoming.

What Success Looks Like in This Role

• Keeps maintenance work orders organized and completed in a timely manner.
• Maintains accurate compliance, inspection, warranty, and maintenance records.
• Coordinates vendors, purchasing, and invoicing efficiently.
• Provides dependable administrative support and exceptional customer service.

Core Responsibilities

• Coordinate maintenance work orders from receipt through completion.
• Maintain preventive maintenance schedules and regulatory documentation.
• Schedule inspections, drills, testing, vendor visits, meetings, and certifications.
• Prepare purchase orders, process invoices, and maintain inventory records.
• Compile reports, KPIs, spreadsheets, and department documentation.
• Maintain confidential records and support emergency response efforts as needed.

Required Skills & Capabilities

• Strong administrative, organizational, and time-management skills.
• Excellent Microsoft Office proficiency; CMMS experience preferred.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities with attention to detail.
• Professional, collaborative, and customer-service oriented.

Minimum Qualifications

• High School Diploma or GED required.
• Three years of administrative experience preferred.
• Ability to pass required background checks.

Preferred Qualifications

• Associate degree preferred.
• Experience supporting facilities or maintenance operations.
• Experience with purchasing, invoicing, and compliance documentation.

Working With Us

At LCFS, you'll join a mission-driven organization where your work directly supports the safety and success of the children, families, and communities we serve. We offer a collaborative environment, meaningful work, and opportunities for professional growth.

Ready to Put Your Skills to Work?

If you're organized, proactive, and passionate about supporting facility operations that make a difference, we'd love to hear from you. Apply today and become part of the LCFS team.