Administrative Assistant -Building Maintenance

Building Maintenance Administrative Support

Under general supervision, performs a wide variety of responsible administrative, clerical, and customer service duties in support of the Building Maintenance Department. Coordinates office operations, work order administration, purchasing, recordkeeping, contractor communications, and provides administrative support to the Building Maintenance Manager and maintenance personnel. Serves as a liaison between county departments, vendors, contractors, and the public to ensure efficient operation and maintenance of county facilities.

Essential Job Functions

• Provides administrative support to the Building Maintenance Manager and maintenance staff.
• Receives, prioritizes, and processes maintenance requests from county departments.
• Creates, updates, and tracks work orders using the department's computerized maintenance management system (CMMS).
• Schedules preventive maintenance activities and assists in coordinating daily maintenance operations.
• Maintains records of completed repairs, inspections, maintenance schedules, and equipment history.
• Coordinates appointments and schedules for contractors, vendors, inspectors, and service providers.
• Assists in obtaining quotes, preparing purchase requisitions, and processing purchase orders for maintenance supplies, equipment, and contracted services.
• Monitors departmental budgets by maintaining expenditure records, invoices, and purchasing documentation.
• Processes invoices and verifies work completed prior to payment.
• Maintains inventory records for maintenance supplies, tools, equipment, and custodial materials.
• Assists with tracking warranties, service contracts, equipment manuals, and maintenance agreements.
• Prepares reports, spreadsheets, correspondence, meeting agendas, and other departmental documents.
• Answers telephones, responds to emails, and assists county employees with maintenance-related questions and requests.
• Maintains department filing systems, records retention, and document management.
• Assists in coordinating emergency maintenance requests and communicating service interruptions.
• Maintains departmental records.
• Orders office supplies and assists with department inventory management.
• Assists with special projects, facility improvement projects, and departmental initiatives.
• Performs other duties as assigned or required.

Qualifications

High School Diploma or equivalent; two (2) years of office clerical support experience; or equivalent combination of education, training and experience. Depending on area of assignment, additional licenses, certification may be required.

Knowledge and Skills:

• Knowledge of administrative/clerical practices and processes.
• Knowledge of standard office software applications.
• Knowledge of standard office equipment.
• Knowledge of customer service standards and protocol.
• Knowledge of record keeping and basic accounting processes.
• Knowledge of purchasing and procurement procedures.
• Knowledge of inventory control methods.
• Knowledge of general building maintenance terminology and practices.
• Skill in coordinating day to day administrative activities for area in which assigned.
• Skill in performing general administrative support functions.
• Skill in providing customer service assistance in person and by telephone/email.
• Skill in effectively interacting with the general public and other relevant parties.
• Skill in preparing and maintaining correspondence, reports, records, documentation and files.