Administrative Assistant Support : 199736

HKA Enterprises is unable to support C2C. 3rd party submissions and C2C requests will not be considered for any positions.

Pay : $27.00 per hour

The Administrative Assistant provides essential support to the regional maintenance team by managing scheduling, documentation, reporting, and vendor coordination.

This role ensures operational efficiency, compliance readiness, and accurate data tracking across maintenance activities.

Qualifications :

Experience in administrative support, preferably in maintenance or facilities operations.

Familiarity with CMMS platforms and timesheet systems.

Strong organizational and communication skills.

Proficiency in Microsoft Office Suite (Excel, Outlook, Word, PowerPoint).

Ability to manage multiple priorities and meet deadlines.

Responsibilities :

Timesheet vs. CMMS Reconciliation

Review and compare technician timesheets with logged hours in the CMMS (Computerized Maintenance Management System).

Identify discrepancies and assist with corrections and follow-ups to ensure data integrity.

Scheduling and Calendar Coordination

Organize technician schedules for preventive and corrective maintenance tasks.

Coordinate meetings, training sessions, and vendor appointments across multiple sites.

Documentation and Compliance Tracking

Maintain records related to safety inspections, permits, and regulatory compliance.

Ensure documentation is current, organized, and readily accessible for audits.

Reporting and Metrics Preparation

Generate weekly and monthly reports on key maintenance performance indicators (e.g., equipment downtime, response time).

Support data visualization and presentation development for leadership reviews.

Collaborate with regional specialists and Wheels team on vehicle maintenance tracking.

Vendor and Contractor Communication

Liaise with external service providers to obtain quotes, schedule services, and manage site access.

Track service agreements and ensure proper documentation is filed and maintained.

Administrative Support for Training and Certifications

Monitor technician certifications and training renewal schedules.

Schedule training sessions and maintain accurate training records.

C3PR Tracking and Mitigation Support

Log and monitor Corrective, Preventive, Predictive, and Reactive (C3PR) maintenance activities.

Assist in identifying patterns and support strategies to reduce reactive work.

Ensure proper categorization and documentation in the CMMS.

Collaborate with project managers to support mitigation efforts.

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