Maintenance Administrative Assistant

General Summary: The Maintenance Administrative Assistant supports the daily activities of the
maintenance department for our office and stores. Duties include clerical and planning activities such as
maintaining files, communicating with vendors or agencies, and planning tasks for maintenance crew.

Essential Job Duties:
• Manage projects and assignments for the maintenance team.
• Maintain files such as permits, bids, invoices, and plans in proper project folders.
• Assist with invoice processing, ensuring billed amount matches original bid.
• Organize and schedule periodic maintenance/upkeep on a weekly to annual basis.
• Coordinate annual projects and tasks for maintenance team and track progress.
• Ensure maintenance team complies with any applicable safety standards, company policies, and
local, state, and federal laws/regulations.
• Work with contractors to ensure assigned projects are completed.
• Assist with new store builds by managing the new store opening schedule, ensuring tasks are
completed timely, and updating schedules and spreadsheets to include new stores.
• Assist with weekly payroll, approving timecards, and paid time off requests in the absence of the
Maintenance Manager.

Minimum Qualifications:
• Experience in retail management, office administration, and/or construction industry preferred.
• Professional appearance and a positive attitude.
• Team player, honest, hardworking, and excellent attendance.
• Excellent written and oral communication skills.
• Well organized and able to meet deadlines with attention to detail.
• Basic computer skills (average or better typing speed).
• Basic proficiency with Microsoft Office Suite (Outlook, Excel, Word).

Physical Requirements:
This position is considered sedentary, and work is performed in a shared office setting with long periods of
sitting and looking at a computer screen. Occasional lifting of file boxes may be required.