Portobello Job Description 2024 Revision 1.
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JOB TITLE: Maintenance Admin Support
EMPLOYER: Portobello America
DEPARTMENT: Maintenance
REPORTS TO: James Durbin
LOCATION: Baxter, TN
Summary
The Maintenance Admin supports the Maintenance Manager.
The responsibilities and duties of a Maintenance Admin will be to assist with tasks that will help ensure the smooth operation of the maintenance function.
Duties and Responsibilities
Scheduling and Coordination:
Arrange and schedule maintenance activities, repairs, and inspections.
Coordinate with maintenance staff, contractors, and other relevant parties to ensure timely completion of tasks.
Record Keeping:
Maintain accurate and up to date record of maintenance activities, including work orders, equipment logs, and service history.
Create and update databases or software systems to track maintenance tasks and asset information.
Communication:
Act as a point of contact between the maintenance department and other departments within the organization.
Communicate with vendors, suppliers, and contractors to obtain quotes, schedule services, and ensure timely delivery of materials.
Documentation:
Prepare reports and documentation related to maintenance activities.
Inventory Management:
Keep track of maintenance supplies and materials.
Order and restock inventory as needed and coordinate with procurement to ensure timely supply.
Administrative Support:
Provide administrative support to the maintenance team, such as drafting emails, answering phones, and maintaining calendars.
Safety Compliance:
Ensure that maintenance activities comply with safety regulations and protocols.
Assist in organizing safety training sessions for maintenance staff.
Data Entry:
Input data into computer systems, including work orders, equipment information, and maintenance schedules.
Customer Service:
Provide assistance and information to internal staff regarding maintenance activities.
Handle inquiries and resolve issues related to maintenance services.
Required Skills and Abilities
Proven experience as an Office Administrator.
Working knowledge of office equipment.
Proficient in MS Office (Excell, PowerPoint).
Excellent time management skills and the ability to prioritize work.
Attention to detail and problem-solving skills.
Excellent written and verbal communication skills.
Strong organizational skills with the ability to multitask.
High School diploma.
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