About this role
Essential Duties and Responsibilities
- Provide administrative support to the Chief Engineer, Engineering Manager, and engineering staff.
- Create, track, and maintain work orders through the Computerized Maintenance Management System (CMMS).
- Schedule preventive maintenance activities and coordinate service appointments with vendors and contractors.
- Maintain engineering records, equipment documentation, permits, compliance reports, and service contracts.
- Process invoices, purchase orders, and departmental expenses while ensuring proper approvals and documentation.
- Track engineering department budgets, inventory levels, and supply orders.
- Assist with vendor onboarding and maintenance of vendor certificates of insurance (COIs).
- Prepare reports related to maintenance activities, equipment performance, and departmental metrics.
- Coordinate meetings, training sessions, and inspections for engineering staff.
- Maintain filing systems for engineering manuals, warranties, equipment logs, and compliance documents.
- Serve as a point of contact for tenants, vendors, and internal departments regarding engineering-related requests.
- Assist with life safety inspections, compliance documentation, and regulatory reporting.
- Monitor and update maintenance schedules to ensure timely completion of assigned tasks.
- Support special projects and other administrative functions assigned.
Qualifications
Education
- High school diploma or GED required.
- Associate degrees in Business Administration, Facilities Management or a related field preferred.
Experience
- 2+ years of administrative experience, preferably supporting engineering, facilities, maintenance, construction, or property management teams.
- Experience with CMMS, work order systems, or facilities management software preferred.
- Experience processing invoices, purchase orders, and vendor documentation preferred.