Maintenance Administration Assistant

13 hours ago

Aldergrove, British Columbia, Canada Southmill Champs Full time US$23,000 - US$37,700 per year

Kay Responsibilities

  • Provide daily administrative support to the Maintenance Manager and department.
  • Schedule and coordinate all maintenance activities, including repairs, vendor visits, and preventative maintenance rotations.
  • Create, track, update, and close work orders using CMMS (or similar).
  • Maintain availability of critical parts and organized inventory systems supporting operational uptime and sustainability.
  • Assist with purchasing tools, materials, and parts by obtaining quotes and processing purchase orders.
  • Control administration of all maintenance parts including deliveries, shipment, and digital records using CMMS.
  • Generate inventory reports and reconcile digital vs. physical stock counts for accuracy.
  • Notify vendors of backordered items and manage supply expectations.
  • Act proactively to prevent supply shortages and respond quickly to unexpected disruptions.
  • Review and process incoming/outgoing materials ensuring accurate documentation and timelines.
  • Maintain supplier files with updated pricing and order history.
  • Communicate with external contractors and coordinate their schedules.
  • Administer daily spending records and support weekly cost reviews.
  • Work with purchasing and accounts payable to resolve invoice discrepancies and ensure timely payments.
  • Maintain accurate maintenance history, inspections, certifications, and service logs.
  • Prepare reports and data summaries for leadership review.
  • Assist with training record management, onboarding documentation, and timekeeping for maintenance staff.
  • Perform other administrative duties as required.

Quality, Customer Focus, Safety and Environment

  • Build positive and productive relationships with internal teams and suppliers.
  • Maintain organized workspace and accurate documentation at all times.
  • Follow all safety and regulatory requirements including PPE compliance.
  • Support SOP updates, revision tracking, and documentation accuracy.
  • Maintain safety inspection logs, equipment certifications, and preventative maintenance compliance records.
  • Follow corporate safety policies, food safety guidelines, and environmental standards.

Skills & Competencies

  • Highly organized with effective time management
  • Flexible, adaptable, and able to work under pressure while managing competing priorities
  • Strong data accuracy and digital record management
  • Ability to multitask in a fast-paced environment
  • Professional communication and confidentiality handling
  • Strong interpersonal skills for vendor and department coordination
  • Basic knowledge of maintenance terminology and safety practices is an asset
  • Proficiency in Microsoft Office (Excel, Word, Outlook) and CMMS software preferred

Qualifications and Education Requirements

  • Minimum high school diploma; post-secondary education in business management or administration preferred
  • 2+ years experience in administrative support, purchasing, scheduling, or in a maintenance/manufacturing/warehouse environment
  • Experience in maintenance support, inventory management, digital scheduling, and purchasing
  • Proficiency in using Computerized Maintenance Management System or similar inventory management software for controlling and reporting inventory activities
  • Maintain accurate records of maintenance activities and update the CMMS (Computerized Maintenance Management System)
  • Able to complete work orders and update all information required on the CMMS

Job Type: Full-time

Pay: $25.00-$31.00 per hour

Expected hours: 40 per week

Benefits:

  • Company events
  • Dental care
  • Employee assistance program
  • Extended health care
  • Life insurance
  • On-site parking
  • Paid time off
  • Vision care

Ability to commute/relocate:

  • Aldergrove, BC: reliably commute or plan to relocate before starting work (required)

Work Location: In person

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