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Maintenance & Repair Administrative Specialist

Phoenix, AZ

 

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)

 

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