Administrative Maintenance Support- capital project at undefined

Position Title: Administrative Maintenance Support – Capital Project
Department: Maintenance / Engineering
Reports To: Maintenance Manager / Project Supervisor
Position Type: Part-Time / Project-Based

Function and Scope

This part-time administrative position supports the Maintenance Department during a capital project by providing critical administrative and clerical support. The role ensures smooth project execution through scheduling, document control, recordkeeping, and coordination between internal teams, contractors, and vendors. This position is office-based with occasional interaction with project areas and vendors. 

Job Summary

The Part-Time Administrative Assistant will work closely with the Maintenance Manager and project supervisors to maintain project documentation, coordinate schedules, process purchase requisitions, and assist in reporting. This role is essential for maintaining project efficiency, compliance, and communication.

Qualifications

• Previous administrative experience in a maintenance, construction, or project-based environment preferred.
• Strong organizational skills with attention to detail. Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Ability to handle multiple tasks, prioritize work, and meet deadlines.
• Strong communication and interpersonal skills.
• Experience with project management or maintenance software is a plus.

 Key Responsibilities

• Support the maintenance/project team with day-to-day administrative tasks.
• Track project timelines, milestones, and deliverables.
• Maintain organized files and records related to contracts, permits, drawings, and reports.
• Schedule meetings, prepare agendas, and distribute meeting notes.
• Process purchase requests, invoices, and other project-related documentation.
• Serve as a point of contact between internal staff, contractors, and vendors.
• Ensure all documentation is accurate, up to date, and compliant with company policies.
• Assist in preparing reports, presentations, and status updates for leadership.
• Provide general office support such as data entry, correspondence, and filing.