Maintenance Administrator

This role supports fleet and equipment operations by managing maintenance-related documentation, invoices, and vendor communications. It also provides administrative support for equipment records, asset tracking, and related business processes. The position helps ensure accurate recordkeeping and compliance throughout the equipment lifecycle, from acquisition to disposition.

Primary Responsibilities

• Review and process invoices for general equipment repairs and maintenance services, including breakdowns, outside vendor repairs, general equipment repairs, maintenance services, tire repairs and other supporting maintenance documents
• Manage vendor statements and past-due invoice follow-up
• Provide support for vehicle MSO, licensing and permitting requirements
• Administer warranty claim processing and reimbursement tracking
• Support equipment administration functions including equipment record maintenance, equipment setup, equipment tracking and administrative support for fleet and asset management programs
• Coordinate and process equipment-related transactions and requests
• Assist with equipment disposition activities including asset retirement documentation, asset sale and disposal coordination, title and ownership transfer support and record maintenance to ensure proper asset disposition and compliance
• Maintain accurate maintenance and equipment records to support operational, financial, and compliance requirements

Job Qualifications

Education:

• High School diploma or equivalent
• Experience:
• 1 year of administrative experience
• Excellent verbal and written communication skills
• Excellent typing and telephone skills
• Self-motivated, problem solver, team player
• Ability and willingness to learn and retain knowledge
• Demonstrated proficiency with Microsoft Office
• Willing to participate in training offered by the company

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Ability to sit for long periods of time in front of a computer
• Ability to talk on and hear the telephone
• Must be able to read, write and speak English

Work Environment

General office environment where the noise level is usually low. Occasional travel may be required.