Maintenance & Repair Administrative Specialist

Location: Phoenix, AZ Employment Type: Full Time Shift: - Shift: 1 Monday – Friday Day Shift (5am ~ 2pm) - Shift: 2 Monday – Friday Day Shift (2pm ~ 11pm) Responsibilities - Vendor sourcing and coordination: Identify repair shops, parts suppliers, and service providers; request quotes; compare pricing, availability, and turnaround times; and coordinate service appointments. - Invoice and receipt management: Collect, organize, and file invoices, receipts, purchase orders, and supporting documents. Verify charges against approved quotes and completed work, and follow up on discrepancies. - Payment processing support: Prepare payment requests, obtain required approvals, submit documentation to Accounting, and track payment status. Respond to vendor billing inquiries. - Maintenance recordkeeping: Maintain accurate records by equipment or asset number, including service dates, repair details, parts replaced, costs, mileage or operating hours, and the next scheduled service. - Repair request tracking: Maintain a log of open maintenance requests, scheduled appointments, repair progress, and completion dates. Follow up with vendors and communicate updates to the maintenance team. - Preventive maintenance scheduling: Track upcoming service requirements and send reminders to help ensure maintenance is completed on time. - Parts and supply support: Assist with ordering approved parts and supplies, tracking deliveries, and organizing related purchase records. - Reporting and general administration: Update maintenance expense reports, vendor contact lists, warranty records, and other departmental files. Provide general administrative support as needed. Qualifications - Previous experience in administrative support, vendor coordination, purchasing, or accounts payable preferred. - Proficiency in Microsoft Excel, Outlook, and Word. - Strong organizational skills, attention to detail, and ability to follow up on multiple tasks. - Ability to communicate professionally with vendors, technicians, operations staff, and Accounting. - Experience in logistics, warehouse operations, fleet maintenance, or equipment repair is a plus. - Basic familiarity with equipment and maintenance terminology is helpful; technical repair experience is not required. Benefits (Full-Time ONLY) - Health, Dental, and Vision PPO Insurance - Life, STD, LTD Insurance - 401(K) Plan - Paid Time Off - Additional Paid time off (Bereavement, Wedding, Birth of a Child, etc.) - Years of Service Awards - Education Assistant Program (Based on Eligibility)