The Maintenance Administrator is responsible for overseeing and coordinating all maintenance activities to ensure efficient operation of facilities, equipment, or systems. Key duties include scheduling maintenance, managing work orders, documenting records, and facilitating communication between internal teams and external vendors. This position requires strong organizational skills, attention to detail, and proficiency with maintenance software. Maintenance Administrators help minimize downtime, streamline processes, and ensure all activities comply with safety and regulatory standards[1][3].
- Coordinate and schedule preventive and corrective maintenance tasks across facilities[1][3].
- Manage work orders from initiation to completion, ensuring timely resolution of maintenance needs[1][7].
- Maintain accurate records of maintenance activities, equipment, and inventory using an asset management system[1][3].
- Liaise with vendors and contractors for service, repairs, or specialized work[1][3].
- Process invoices, purchase orders, and requisitions related to maintenance[1][7].
- Ensure compliance with relevant safety and regulatory standards, and participate in safety inspections[1][3].
- Support the maintenance team with administrative tasks, documentation, and reporting[1][7].
- Monitor inventory of maintenance supplies and reorder as needed[1].
- Prepare and present maintenance performance and cost reports[1][7].
- Assist in the development and continuous improvement of maintenance policies, procedures, and processes[1][3].
- Respond to maintenance requests from customers or internal teams and track status to completion[3][5].
- Support the onboarding of new team members and facilitate access to required tools and systems[7].
Qualifications may include a high school diploma (or equivalent); prior experience in facilities or maintenance administration is often preferred. Familiarity with HVAC, electrical, or plumbing systems, and maintenance management software, is beneficial[3]. Strong communication, time management, and collaborative skills are vital for success in this role[1][3].