Heavy Maintenance Administrative Coordinator

Job Description

Job Description

Who We Are

OWL Services is the premier sales, installation, program management and service provider to retail, commercial, fleet, aviation and marine, and emergency power generation companies across the U.S. 

With 33 offices and distribution centers and more than 1,400 field service professionals, OWL delivers on a service platform that includes construction, compliance and testing, maintenance and repair, modernization and re-imaging, and EV charging solutions to keep businesses and people moving 24 hours a day, 7 days a week, 365 days a year.    

OWL Services’ companies have received numerous awards over the years for exemplary customer service. Most recently it was the recipient of EVgo’s Deployment Excellence Award in its first-ever class of awardees in the National EV Charging Recognition Program.

Come join us! For more information visit OWLServices.com and follow us on LinkedIn.

Position Summary

The Heavy Maintenance Administrative Coordinator provides administrative and operational support to the Heavy Maintenance (HM) team. This position plays a key role in supporting the Regional Heavy Maintenance Manager, project teams, field personnel, and Permit Manager to ensure projects and administrative processes are organized, documented, and progressing efficiently.

The Heavy Maintenance Administrative Coordinator will assist with project administration, permit tracking and coordination, document management, customer and internal communication, scheduling support, invoicing, and general administrative functions. The ideal candidate is highly organized, detail-oriented, able to manage multiple priorities, and comfortable working in a fast-paced construction and service environment.

Essential Duties and Responsibilities

Administrative and Operational Support

• Provide day-to-day administrative support to the Regional Heavy Maintenance Manager and Heavy Maintenance team.
• Assist with organizing and maintaining project files, records, reports, correspondence, and other project documentation.
• Support the preparation and distribution of project-related documents, including proposals, work orders, reports, schedules, and other required documentation.
• Maintain accurate records and ensure project documentation is properly organized and accessible.
• Assist with tracking project progress, outstanding items, and administrative deliverables.
• Coordinate and follow up on action items assigned during meetings or project discussions.
• Assist with scheduling meetings, coordinating calendars, and communicating with internal team members and external customers as needed.
• Prepare spreadsheets, reports, presentations, and other administrative documents as requested.
• Assist with data entry and maintaining accurate information within company systems and tracking tools.
• Support communication between the Heavy Maintenance field team, project management team, customers, subcontractors, and internal departments.
• Assist with general office and administrative responsibilities necessary to support the Heavy Maintenance operation.

Permit Coordination Support

• Assist the Permit Manager with obtaining permits required for Heavy Maintenance projects.
• Research permitting requirements and assist with identifying required applications, documents, inspections, and supporting information.
• Assist with preparing and submitting permit applications and supporting documentation to the appropriate municipalities, jurisdictions, and agencies.
• Track permit applications and maintain an organized log of permit status, expiration dates, inspections, and outstanding requirements.
• Follow up with permitting agencies regarding the status of submitted applications.
• Coordinate with project managers, field personnel, customers, subcontractors, engineers, and other stakeholders to obtain information required for permit applications.
• Assist with identifying and communicating outstanding permit requirements that may impact project schedules.
• Maintain organized electronic and physical records of permits, applications, approvals, correspondence, and related documentation.
• Assist with scheduling required inspections and tracking inspection results when applicable.
• Support the Permit Manager in maintaining visibility of permitting timelines and potential project impacts.

Project and Team Support

• Assist the Heavy Maintenance team with project startup and administrative requirements.
• Help ensure required project documentation is received, organized, and distributed to the appropriate team members.
• Assist with tracking customer requirements, project documentation, and outstanding administrative items.
• Support the coordination of materials, subcontractor documentation, and other project-related administrative needs as assigned.
• Assist with maintaining accurate project and team tracking reports.
• Communicate professionally and effectively with employees, customers, vendors, subcontractors, and government agencies.
• Provide additional administrative and operational support as needed to ensure the efficient operation of the Heavy Maintenance department.

Qualifications

• High school diploma or equivalent required; additional education or administrative training preferred.
• Minimum of 2–3 years of administrative, project coordination, construction administration, permitting, or related experience preferred.
• Experience working in construction, service, facilities, petroleum, or a related industry is preferred.
• Previous experience with construction permitting or municipal permitting processes is preferred but not required.
• Strong organizational and time-management skills with the ability to manage multiple priorities simultaneously.
• Excellent attention to detail and ability to maintain accurate records and documentation.
• Strong written and verbal communication skills.
• Proficient in Microsoft Office, including Outlook, Excel, Word, and Teams.
• Ability to learn and effectively utilize company software, project management systems, and tracking tools.
• Ability to work independently while also functioning effectively as part of a team.
• Strong follow-up skills and the ability to proactively identify and communicate outstanding items.
• Professional demeanor when communicating with customers, municipalities, government agencies, vendors, and internal team members.

Preferred Skills and Attributes

• Experience supporting construction or field operations.
• Familiarity with permitting processes and working with local municipalities and government agencies.
• Experience tracking multiple projects simultaneously.
• Strong problem-solving and critical-thinking skills.
• Ability to work in a fast-paced environment with changing priorities.
• Ability to maintain confidentiality and exercise sound judgment when handling company and project information.

Work Environment

This position is primarily office-based and may require occasional interaction with field personnel, project sites, customers, municipalities, or other external stakeholders. The position requires the ability to manage multiple priorities and deadlines in a fast-paced construction and service environment.