Maintenance & Projects Administrator Full-time Job

PRIMARY JOB OBJECTIVEThe Maintenance and Projects Administrator is responsible for coordinating and supporting the day-to-day maintenance operations by managing work orders, tracking repairs, organizing schedules, maintaining records, and ensuring timely communication between the maintenance team and other departments. Will also provide direct support to the CAPEX project teams, ensuring effective coordination, documentation and communication throughout the project lifecycle. This role is critical in maintaining project schedules, managing resources, and assisting with reporting and compliance. KEY JOB TASKSCoordination within projects:Assist in the planning, scheduling, and coordination of project activities.Maintain project documentation, including contracts, change orders reports, meeting minutes and logsAssist in the preparation and submission of project reports, proposals and presentations Monitor project timelines and deliverables, helping to ensure tasks are completed on timeCommunicate with internal teams, vendors and clients to support project requirementsTrack expenses, budget status and procurement processesFacilities coordination:Receive, log, and prioritize maintenance requests from various departments.Assign work orders to appropriate technicians and track progress through completion.Maintain a computerized maintenance management system (CMMS) or manual logs.Coordinate maintenance schedules, inspections, and preventive maintenance plans.Monitor inventory levels of tools, equipment, and supplies; assist with procurement.Ensure accurate and up-to-date documentation of maintenance activities, equipment service histories, and vendor contactsCommunicate with external contractors and vendors for service visits, repairs, or quotesAssist in preparing maintenance reports, performance metrics, and budget tracking.Provide administrative support to the Maintenance Manager and team, including meeting coordination and reportingMINIMUM QUALIFICATIONSHigh school diploma or equivalent; associate or bachelors degree in business administration, Project Management, or related field preferredProven experience in administrative support or project coordinationProficiency with MS Office Suite (Word, Excel, PowerPoint, Outlook); knowledge of project management softwareFamiliarity with CMMS or maintenance scheduling software is an assetStrong organizational and time management skillsExcellent written and verbal communication abilitiesAbility to multitask and prioritize tasks in a fast-paced environment.Detail-oriented with strong analytical and problem-solving skillsPREFERRED SKILLS AND ATTRIBUTES Basic understanding of maintenance processes and terminology.Familiarity with project management methodologiesAbility to work independently and as part of a team.Strong attention to detail and problem-solving ability