Maintenance & Repair Administrative Specialist

L ocation:  Phoenix, AZ

Employment Type:  Full Time

Shift:

- Shift: 1 Monday – Friday Day Shift (5am ~ 2pm)

- Shift: 2 Monday – Friday Day Shift (2pm ~ 11pm)

Responsibilities

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Vendor sourcing and coordination: Identify repair shops, parts suppliers, and service providers; request quotes; compare pricing, availability, and turnaround times; and coordinate service appointments.

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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.

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Payment processing support: Prepare payment requests, obtain required approvals, submit documentation to Accounting, and track payment status. Respond to vendor billing inquiries.

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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.

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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.

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Preventive maintenance scheduling: Track upcoming service requirements and send reminders to help ensure maintenance is completed on time.

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Parts and supply support: Assist with ordering approved parts and supplies, tracking deliveries, and organizing related purchase records.

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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)