FACILITIES MAINTENANCE ADMINISTRATOR

Job Summary

In this administrative role, the candidate will provide organizational and operational support to the Facilities Maintenance Department while maintaining a professional image and delivering exceptional internal customer service. This position is responsible for coordinating work order management, preventive maintenance administration, reporting, purchasing, recordkeeping, and departmental communications to support the efficient operation of club facilities. This is an hourly, in-office position working Monday through Friday.

Responsibilities

• Create, assign, track, and follow up on maintenance work orders within MaintainX.
• Develop, schedule, and maintain recurring preventive maintenance work orders and asset maintenance programs.
• Generate and distribute reports related to work order status, preventive maintenance compliance, labor utilization, and departmental performance.
• Maintain accurate equipment, asset, inventory, and maintenance records within MaintainX.
• Coordinate the ordering of maintenance parts, materials, tools, and supplies while maintaining accurate purchasing documentation.
• Assist with inventory management and tracking of maintenance stock and equipment.
• Monitor departmental email accounts and ensure timely routing and follow-up of communications.
• Provide administrative support to the Director of Facilities Maintenance and Facilities Maintenance team.
• Coordinate vendor communications, service scheduling, and administrative documentation.
• Assist with invoice processing, purchase tracking, and record retention.
• Prepare reports, spreadsheets, correspondence, and other departmental documents as needed.
• Maintain organized electronic and physical filing systems for maintenance records and department documentation.
• Coordinate meetings, schedules, and other departmental administrative activities as requested.
• Identify opportunities for process improvement within maintenance administration and department operations.
• Perform other duties and special projects as assigned.

Qualifications

• High School Diploma required; higher education preferred.
• Two or more years in an administrative or clerical position preferred; experience supporting facilities maintenance, operations, property management, or a related field is a plus.
• Comprehensive computer skills are required; highly proficient in Microsoft Office Suite.
• Experience with MaintainX or other Computerized Maintenance Management Systems (CMMS) preferred.
• Excellent customer service and professional communication skills.
• A high level of organization, time management, and attention to detail.
• Ability to work independently and as part of a team.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• This is an hourly, non-exempt, in-office position working Monday through Friday.

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.

• Must be able to sit or stand for lengthy periods of time and walk.
• Must be able to lift/move up to 20 pounds unassisted.
• Must be able to stand and reach with hands and arms and regularly use hands and fingers.
• Must be able to occasionally access maintenance shops, kitchens, mechanical spaces, and other operational areas throughout the Club.