Maintenance Administrator
Join our dynamic team as a Maintenance Administrator and play a vital role in ensuring the smooth operation of our maintenance department. We are seeking a dedicated individual to oversee and coordinate maintenance activities to support our organization's success.
JOB RESPONSIBILITIES:
Selected individual reports to the Director of Maintenance and Superintendents of Maintenance and provides administrative and clerical support to the Superintendents and other maintenance supervisory staff. In addition to typing written correspondences, bulletins, memos, reports, and filing, performs other duties such as ordering department supplies. Independent judgment is required to plan, prioritize, and organize diversified workload.
GENERAL JOB/FUNCTION/RESPONSIBILITIES
- Provide administrative and clerical support to the Maintenance Division managerial and supervisory staff.
- Assists Maintenance Administrators with Maintaining hourly / salary payroll, attendance, tracking to include various leaves of absences, paid time off and other payroll & attendance administration.
- Assists Administrative Coordinator with selected duties and serve as main back-up in the Administrative Coordinator’s absence.
- Creates, updates and/or submits weekly, monthly and periodic reports needed for maintenance operations, NTD, ABBG/KPI reporting.
- Tracks, maintain & communicate employee’s files in accordance with Collective Bargaining Agreement, i.e., certifications, pay rates, attendance, discipline, etc.
- Develop and type written correspondences, i.e., bulletins, letters, memos, and reports to include other administrative functions such as creating spreadsheets.
- Responsible for scheduling meetings, coordinate calendars as requested.
- Maintain employee & vehicle records, organize filing system and archive system to facilitate retrieval of requested information.
- Administers distribution of department’s mail.
- Manage employee’s mailbox system for Davidson and Tryon facilities.
- Maintain and process invoices for goods and services by using budget coding to forward to City of Charlotte Accounting Dept. for pay.
- Maintain, monitor and order office supplies and other departmental related materials.
- Answer telephones, handle telephone calls in a professional and courteous manner, take messages and route to the appropriate individual.
- Perform other job-related duties as identified and updated in the job description and/or addendums as assigned by the Dir. of Maintenance and Superintendents.
MINIMUM EDUCATION AND EXPERIENCE:
High School Diploma or GED supplemented w/course work in typing and the operation of standard office equipment. Business School or Associates Degree with equivalent combination of education and or three to five years related Administrative Assistance or Secretarial experience preferred
REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:
- Must have knowledge of secretarial, office administrative procedures, and knowledge of use of standard office equipment.
- Work requires continual attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines.
- Ability to handle confidential and sensitive information.
- Excellent interpersonal and communication skills, both written and oral are an essential part of job duties.
- Proficiency in Microsoft Office (Word, Excel, and Outlook) and other customized transit programs required. PowerPoint although not essential is a plus.
- Ability to work independently and within a team.
- Ability to prepare clear and concise written correspondence/reports.
- Must have knowledge of preparing spreadsheets.
- Strong organizational and prioritization skills required.
- Ability to work in a fast-paced environment with demonstrated ability to juggle or prioritize multiple tasks.
- Ability to follow written and verbal directions and initiate actions to complete work assignments.
- Ability to establish and maintain effective working relationships with co-workers and managers.
- Some analytical ability is required in order to gather and summarize data for reports, find solutions to various administrative problems and prioritize work.
- Must be able to communicate in English.
- Required to sit for long periods of time.
- Infrequent light physical effort required.
- Work performed in an office environment.
Job Type: Full-time
Pay: $23.00 - $26.00 per hour
Expected hours: 40 per week
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Retirement plan
- Tuition reimbursement
- Vision insurance
Experience level:
Schedule:
- Day shift
- Monday to Friday
Work setting:
Application Question(s):
- Do you have experience with using Microsoft Office Software?
Experience:
- Administration: 2 years (Required)
License/Certification:
- Driver's License (Preferred)
Ability to Commute:
- Charlotte, NC 28217 (Preferred)
Ability to Relocate:
- Charlotte, NC 28217: Relocate before starting work (Required)
Work Location: In person