Maintenance Administrative Assistant

Fivestar; Bardstown (KY); On-site; USD 35,000 - 48,000; Full time

Job summary

Fivestar in Bardstown, KY is seeking a Maintenance Administrative Assistant to support the daily activities of the maintenance department across our office and stores. You will handle clerical tasks, maintain files, communicate with vendors, and plan maintenance tasks for the crew.

The role requires strong organization, attention to detail, and proficiency with Microsoft Office; prior experience in retail management or construction admin is a plus.

Qualifications

• Experience in retail management, office administration, and/or construction industry preferred.
• Excellent written and oral communication skills.
• Well organized and able to meet deadlines with attention to detail.
• Basic proficiency with Microsoft Office Suite (Outlook, Excel, Word).

Responsibilities

• Manage projects and assignments for the maintenance team.
• Maintain files such as permits, bids, invoices, and plans in proper project folders.
• Assist with invoice processing, ensuring billed amount matches original bid.
• Organize and schedule periodic maintenance/upkeep on a weekly to annual basis.
• Coordinate annual projects and tasks for maintenance team and track progress.
• Ensure maintenance team complies with any applicable safety standards, company policies, and local, state, and federal laws/regulations.
• Work with contractors to ensure assigned projects are completed.
• Assist with new store builds by managing the new store opening schedule, ensuring tasks are completed timely, and updating schedules and spreadsheets to include new stores.
• Assist with weekly payroll, approving timecards, and paid time off requests in the absence of the Maintenance Manager.

Skills

Communication

Organization

Typing

Tools

Microsoft Office Suite

Job description

1001 Office
Corporate Office
951 Withrow Court
Bardstown, KY 40004, USA

1001 Office
Corporate Office
951 Withrow Court
Bardstown, KY 40004, USA

General Summary: The Maintenance Administrative Assistant supports the daily activities of the
maintenance department for our office and stores. Duties include clerical and planning activities such as
maintaining files, communicating with vendors or agencies, and planning tasks for maintenance crew.

Essential Job Duties:

• Manage projects and assignments for the maintenance team.
• Maintain files such as permits, bids, invoices, and plans in proper project folders.
• Assist with invoice processing, ensuring billed amount matches original bid.
• Organize and schedule periodic maintenance/upkeep on a weekly to annual basis.
• Coordinate annual projects and tasks for maintenance team and track progress.
• Ensure maintenance team complies with any applicable safety standards, company policies, and local, state, and federal laws/regulations.
• Work with contractors to ensure assigned projects are completed.
• Assist with new store builds by managing the new store opening schedule, ensuring tasks are completed timely, and updating schedules and spreadsheets to include new stores.
• Assist with weekly payroll, approving timecards, and paid time off requests in the absence of the Maintenance Manager.

Minimum Qualifications:

• Experience in retail management, office administration, and/or construction industry preferred.
• Professional appearance and a positive attitude.
• Team player, honest, hardworking, and excellent attendance.
• Excellent written and oral communication skills.
• Well organized and able to meet deadlines with attention to detail.
• Basic computer skills (average or better typing speed).
• Basic proficiency with Microsoft Office Suite (Outlook, Excel, Word).

Physical Requirements:

This position is considered sedentary, and work is performed in a shared office setting with long periods of
sitting and looking at a computer screen. Occasional lifting of file boxes may be required.

Qualifications

Skills

Behaviors

Motivations

Education

Experience

Licenses & Certifications

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.