FACILITIES MAINTENANCE ADMINISTRATOR

Farmington-Country-Club; Charlottesville (VA); On-site; USD 40,000 - 52,000; Full time

Job summary

Farmington-Country-Club is seeking an Administrative professional to support the Facilities Maintenance Department in Charlottesville, VA. The role focuses on maintenance work orders, preventive maintenance administration, reporting, purchasing, recordkeeping, and communications to ensure smooth club operations.

The position is hourly, in-office, with a Monday–Friday schedule, requiring strong organization and customer service skills to support internal stakeholders and vendors.

Qualifications

• High School Diploma required; higher education preferred.
• Proficient in Microsoft Office Suite.
• Experience with facilities maintenance or related field is a plus.
• Experience with CMMS (MaintainX) preferred.

Responsibilities

• Create, assign, track, and follow up on maintenance work orders.
• Develop and schedule preventive maintenance work orders and asset programs.
• Generate reports on work order status, PM compliance, labor utilization, and performance.
• Maintain records for equipment, assets, inventory, and maintenance.
• Coordinate purchasing of parts, materials, tools, and supplies; maintain documentation.
• Assist with inventory management and stock tracking.
• Coordinate vendor communications and service scheduling; assist with invoices and records.
• Prepare reports, spreadsheets, and department documents.
• Coordinate meetings and administrative activities; identify process improvements.

Skills

MS Office

Customer service

Communication

Time management

Detail oriented

Independence

Teamwork

Multitasking

Education

High School Diploma

Higher education preferred

Tools

MaintainX

Job description

Job SummaryIn 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.ResponsibilitiesCreate, 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.QualificationsHigh 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 DemandsThe 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.