Job Title: Maintenance Secretary
Location: [Insert Location]
Department: Maintenance / Facilities
Reports To: Maintenance Manager / Facilities Supervisor
Job Summary:
The Maintenance Secretary provides administrative and clerical support to the maintenance department, ensuring smooth operations and effective communication within the team and with other departments. This role involves managing schedules, maintaining records, handling correspondence, and supporting the maintenance staff in day-to-day administrative tasks.
Key Responsibilities:
Answer and direct phone calls, emails, and other correspondence related to maintenance requests.
Maintain accurate records of maintenance schedules, work orders, inventory, and service reports.
Coordinate appointments, meetings, and service visits for maintenance staff.
Prepare reports, memos, and other documentation as requested by the maintenance manager.
Assist in tracking maintenance requests and follow-up to ensure timely completion.
Maintain office supplies and equipment for the maintenance department.
Support budgeting and purchasing processes by maintaining records of expenses and orders.
Liaise with vendors, contractors, and internal departments regarding maintenance matters.
Ensure proper filing and documentation of all maintenance records and compliance documents.
Perform other administrative duties as assigned.
Qualifications:
High school diploma or equivalent; additional certification in office administration or secretarial studies is a plus.
Proven experience as a secretary, administrative assistant, or similar role.
Strong organizational and time-management skills.
Excellent written and verbal communication skills
Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and basic office equipment.
Ability to handle multiple tasks and prioritize effectively.
Familiarity with maintenance procedures and terminology is desirable but not required.
Key Competencies:
Attention to detail
Discretion and confidentiality
Teamwork and collaboration
Problem-solving and initiative
Working Conditions:
Office environment within maintenance or facilities department
Occasional visits to maintenance sites or equipment areas may be required