Administrative Assistant Mid

The Maintenance Administrative Assistant plays a key role in supporting maintenance operations by ensuring the accurate and timely processing of repair order (RO) and parts purchase order (PO) invoices. This role ensures invoices are properly labeled, routed, and documented with a high level of accuracy. Success in this position requires exceptional attention to detail, strong organization skills, and the ability to manage multiple invoices simultaneously.

Key Responsibilities

• Review, accurately index, and route incoming maintenance-related invoices to the appropriate individuals for processing.
• Create and/or complete repair orders (ROs) and purchase orders (POs) for assigned invoices.
• Ensure all documentation is complete, accurate, and properly matched to corresponding records.
• Monitor invoice status and follow up as needed to ensure timely processing.
• Identify and resolve discrepancies or issues with invoices in a timely manner.
• Communicate effectively with internal teams to support smooth workflow and resolution of items.

Qualifications:

• Previous experience in administrative support, accounts payable, or maintenance support preferred.
• Familiarity with purchase orders, repair orders, or invoice processing is a plus.
• Experience with any of the following systems is a plus: Trimble (AMS and/or TMW.Suite), Fleetrock, PaperWise, or Microsoft Dynamics GP.
• High attention to detail with the ability to identify errors and inconsistencies.
• Strong organizational and time management skills.
• Ability to manage multiple tasks and meet deadlines in a fast-paced environment.
• Clear communication skills and a proactive approach to problem-solving.
• Proficiency in Microsoft Office (Excel, Outlook, etc.) and/or relevant systems.

Impact of the Role:
This position is critical to maintaining accurate financial and maintenance records. By ensuring invoices and documentation are processed correctly, the Maintenance Administrative Assistant helps prevent errors, delays, and compliance issues, keeping operations running smoothly.