Administrative Assistant

The Administrative Assistant – Maintenance Department provides administrative and clerical support to ensure the efficient operation of the Maintenance Department. The role involves coordinating documentation, work orders, records, and communications to support maintenance activities, compliance, and operational efficiency.

• Minimum of secondary school education, including Mathematics and English.

• Certificate or diploma in Office Administration, Business Administration, or a related field is an asset.

• At least one (1)–two (2) years’ experience in an administrative role, preferably within a maintenance, engineering, or technical environment.

• Proficiency in Microsoft Office applications (Word, Excel, Outlook).

• Ability to understand and manage technical or maintenance-related documentation.

• Provide administrative support to the Maintenance Manager and maintenance team.

• Prepare, track, and maintain maintenance work orders, job cards, and service requests.

• Maintain accurate records of maintenance activities, equipment servicing, inspections, and repairs.

• Schedule maintenance works, meetings, inspections, and contractor visits.

• Manage correspondence, emails, and telephone communications related to maintenance operations.

• Assist with procurement documentation, including purchase requisitions, quotations, invoices, and inventory records.

• Maintain records for tools, equipment, spare parts, and maintenance supplies.

• Compile reports on maintenance activities, downtime, and costs as required.

• Coordinate with internal departments, contractors, and vendors to support maintenance operations.

• Ensure proper filing and retention of maintenance documents in line with organizational policies.

• Support compliance with safety, regulatory, and organizational requirements.

• Perform other related duties as assigned.