Maintenance Administrator

Renard’s Cheese; Town of Ahnapee (WI); On-site; USD 22,000 - 39,000; Part time

Job summary

Renard’s Cheese is seeking a Maintenance Administrator to support the Facilities/Maintenance team. The role focuses on work orders, CMMS updates, and coordinating vendor services to ensure smooth day-to-day operations.

The ideal candidate will have 1–3 years of administrative experience, strong organizational skills, and proficiency in Microsoft Office and CMMS tools such as MaintainX. This is a part-time, hourly position centered on a busy production environment.

Qualifications

• High school diploma or GED required; office management or related field preferred.
• 1–3 years of administrative support or facilities/maintenance clerical experience preferred.
• Proficiency in Microsoft Office and CMMS (MaintainX) experience preferred.

Responsibilities

• Work Order & CMMS Management: log, prioritize, and assign requests in MaintainX; track orders from start to finish; update records.
• Vendor & Contractor Coordination: contact service providers, schedule repairs, collect quotes, process POs, and assist with invoices.
• Administrative & Clerical Support: maintain filing systems for warranties, service contracts, and safety logs; prepare routine reports.
• Inventory & Supplies: track stock levels, submit reorders, and coordinate deliveries.
• Office/Facilities Support: assist with general maintenance coordination and on-site tasks as needed.

Skills

Organizational skills

Attention to detail

Communication skills

Multitasking

Education

High school diploma or GED

Tools

MaintainX

MS Office

Job description

A Maintenance Administrator provides clerical, operational, and coordination support to the facilities or maintenance department, bridging the gap between technicians, vendors, management, and internal staff.

Job Overview

• Position Title: Maintenance Administrator
• Department: Facilities / Maintenance
• Reports To: Director of Operations
• Position Type: Part-Time / Non-Exempt (Hourly)

Role Purpose

The Maintenance Administrator ensures the smooth day-to-day operation of the maintenance team by managing work orders, updating computerized maintenance management systems (CMMS), and coordinating vendor services.

Key Responsibilities

• Work Order & CMMS Management:
  • Receive, log, prioritize, and assign maintenance requests using a Computerized Maintenance Management System (MaintainX).
  • Track active work orders from initiation to sign-off and follow up on overdue or delayed tasks.
  • Update maintenance records and asset history databases.

• Vendor & Contractor Coordination:
  • Contact outside service providers and vendors to schedule repairs, maintenance visits, or inspections.
  • Collect quotes, process purchase orders (POs), and submit invoices for reconciliation and billing verification.
  • Schedules vehicle maintenance appointments and assists with coordinating drop off and pick up of vehicles
  • Walks the grounds to assess needs for landscaping, snow removal, etc.

• Administrative & Clerical Support:
  • Maintain physical and digital filing systems for warranties, service contracts, safety inspections, and compliance logs.
  • Prepare routine reports and meeting agendas for the maintenance team..

Inventory & Supplies

• Track stock levels of routine maintenance supplies, spare parts, and safety equipment.
• Submit reorders and coordinate deliveries.

Qualifications & Requirements

• Education:
  • High school diploma or GED required; office management, or a related field preferred.
• Experience:
  • 1 to 3 years of administrative support, office coordination, or facilities/maintenance clerical experience preferred.
• Technical Skills:
  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
  • Experience navigating a CMMS platform or enterprise resource planning (MaintainX).
• Soft Skills:
  • Strong organizational skills and acute attention to detail.
  • Effective verbal and written communication skills.
  • Ability to multitask and stay calm under pressure in a fast-paced environment.

Physical Demands & Work Environment

• Primarily office/desk-based work (sitting, typing, phone usage), with occasional walking to facility storage rooms or shop floors.
• Ability to occasionally lift or move light office or maintenance inventory items (up to 25-30 lbs).
• May occasionally assist with a maintenance project that requires a second set of hands