Maintenance & Repair Administrative Specialist
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Before you apply
LocationPhoenix, AZ, Phoenix, AZ
Work modeon-site
Typefull-time
SeniorityEntry
DepartmentW&D (KAM)
Company size5+ people
PostedOct 21, 2026 · 2w ago
Verified live2d ago
At a glanceSummarised by Seekless from the posting.
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
Previous experience in administrative support, vendor coordination, purchasing, or accounts payable preferred
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
Skills
Microsoft Excel
Microsoft Outlook
Microsoft Word
Benefits
Health insurance
Dental insurance
Vision insurance
Life insurance
Short term disability
Long term disability
401(k)
Paid time off
About the role
Location: Phoenix, AZ
Employment Type: Full Time
Shift:
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Shift: 1 Monday – Friday Day Shift (5am ~ 2pm)
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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
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Previous experience in administrative support, vendor coordination, purchasing, or accounts payable preferred.
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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)
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Health, Dental, and Vision PPO Insurance
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Life, STD, LTD Insurance
•
401(K) Plan
•
Paid Time Off
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Additional Paid time off (Bereavement, Wedding, Birth of a Child, etc.)
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Years of Service Awards
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Education Assistant Program (Based on Eligibility)
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