Maintenance Admin

Bell & Evans; Northern (KY); Hybrid; USD 36,000 - 54,000; Full time

Job summary

Bell & Evans is seeking a Maintenance Admin to support the Maintenance Department in Fredericksburg, PA. The role involves entering and closing work orders and preventive maintenance records, maintaining files, and assisting supervisors and technicians with documentation.

You will prepare weekly backlog reports, organize paperwork by shift, and maintain inventory records. Proficiency in Word/Excel and CMMS is required to perform this role effectively.

Qualifications

• High school diploma or GED required or equivalent.
• Previous clerical, administrative, data-entry, inventory, or maintenance-department experience preferred.

Responsibilities

• Enter completed work orders and preventive maintenance records and update related journal entries.
• Review daily maintenance documentation for completeness and follow up on missing information before closing items.
• Create new work orders from preventive maintenance requirements and supervisor/technician requests.
• Maintain an organized filing system for daily, weekly, and monthly maintenance paperwork.
• Prepare and email a weekly backlog report of open PM items and work orders.
• Follow up with team members to resolve missing or inaccurate paperwork.
• Maintain accurate maintenance inventory records and related files.
• Administer maintenance tool-reimbursement documentation.
• Perform other clerical duties as assigned by maintenance management.

Skills

Attention to detail

Organization

Dependability

Time management

Clear communication

Data entry

Multitasking

Education

High school diploma or GED

Tools

Microsoft Word

Microsoft Excel

CMMS / Maintenance system

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Maintenance Admin

Full-time Regular Direct Labor Fredericksburg, PA, US

Position Summary and Primary Responsibilities

The Maintenance Clerk provides administrative and recordkeeping support to the Maintenance Department. This position enters and closes work orders and preventive maintenance records, maintains department files, prepares routine backlog reports, distributes maintenance paperwork, and assists supervisors and technicians with accurate and timely documentation.

• Enter completed work orders and preventive maintenance records, update parts-log information, and complete related journal entries accurately and in a timely manner.
• Review daily maintenance documentation for completeness and follow up on missing information before closing work orders, preventive maintenance records, and related journal entries.
• Create new work orders from preventive maintenance requirements, supervisor instructions, technician requests, and other approved maintenance requests.
• Maintain an organized filing system for daily, weekly, and monthly maintenance paperwork so records can be updated and retrieved efficiently.
• Prepare and email a weekly backlog report of open preventive maintenance items and work orders to the management team, listing the oldest items first. Print the weekly preventive maintenance work orders, organize them by assigned shift, and distribute them to the appropriate maintenance personnel.
• Follow up with maintenance team members and supervisors to resolve missing, incomplete, or inaccurate paperwork and reports.
• Maintain accurate maintenance inventory records, including parts documentation and related department files.
• Maintain established document-retention practices for maintenance records and assist with periodic reviews of paper and electronic files for completeness.
• Administer maintenance tool-reimbursement documentation, including collecting requests, verifying required information, tracking submissions, and forwarding completed paperwork for approval.
• Perform other clerical and administrative duties as assigned by maintenance management.

Supervisory Responsibilities

This position has no supervisory responsibilities.

Required competencies include attention to detail, organization, dependability, time management, confidentiality, clear communication, and the ability to prioritize routine administrative work in a fast-paced maintenance environment.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

High school diploma or general education degree (GED) required. Previous clerical, administrative, data-entry, inventory, or maintenance-department experience is preferred.

Language Skills

Ability to read and interpret work orders, preventive maintenance schedules, parts documentation, emails, and routine department instructions. Ability to communicate clearly with maintenance employees, supervisors, vendors, and other departments.

Mathematical Skills

Ability to add, subtract, multiply and divide in all units of measure using whole numbers, common fractions and decimals.

Reasoning Ability

Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form.

Computer Skills

Proficiency with Microsoft Word, Microsoft Excel, email, and data entry is required. The employee must be able to enter and update equipment records, preventive maintenance information, work orders, inventory records, and other data in the maintenance management system.

Other Skills and Abilities

Ability to maintain accurate records, manage recurring deadlines, organize paper and electronic files, handle routine interruptions, and provide responsive administrative support to maintenance personnel and supervisors.

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. The employee is regularly required to sit, use a computer and other office equipment, communicate with employees, and handle files and paperwork. The employee may occasionally be required to stand, walk, reach, bend, and lift or carry office materials. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment

The employee works primarily in an office setting within the Maintenance Department and may occasionally enter maintenance or production areas. The employee must follow applicable safety, sanitation, and personal protective equipment requirements when entering operational areas.