Maintenance Office Manager
Job Summary
The Maintenance Office Manager oversees the administrative functions of the maintenance department, ensuring efficient workflow, compliance with company policies, and effective communication between teams. This role requires strong organizational skills, attention to detail, and the ability to manage multiple tasks in a fast-paced environment.
Key Responsibilities
Administrative & Office Management
Maintain and organize maintenance records, work orders, and inventory logs.
Manage correspondence, emails, and phone calls related to maintenance operations.
Schedule and coordinate maintenance tasks, inspections, and vendor appointments.
Ensure all required permits, contracts, and safety documents are up to date.
Financial & Inventory Management
Track maintenance expenses, budgets, and invoices, ensuring cost control.
Process purchase orders and maintain records of supplies and equipment.
Work with vendors and suppliers to order necessary parts and materials.
Staff & Communication Support
Assist the maintenance team with scheduling, work assignments, and reporting.
Communicate with other departments to ensure maintenance needs are met efficiently.
Maintain employee records, including attendance, training, and certifications.
Compliance & Safety
Ensure compliance with company policies, safety regulations, and local codes.
Support the implementation of safety protocols and maintain incident reports.
Organize safety meetings and training sessions as needed.
Qualifications
Education: High school diploma required; associate’s or bachelor’s degree preferred.
Experience: 2+ years in office administration, preferably in a maintenance or facilities setting.
Skills:
o Strong organizational and multitasking abilities.
o Proficiency in Microsoft Office (Word, Excel, Outlook) and maintenance software.
o Excellent communication and problem-solving skills.
o Knowledge of maintenance procedures and inventory management is a plus.
Work Environment
Office-based with occasional visits to maintenance sites.
Interaction with vendors, technicians, and management teams.
Requires flexibility to handle urgent maintenance requests and deadlines.