Maintenance & Repair Administrative Specialist

About the role

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)