Office Manager

Office Manager

Position Summary:

The Maintenance Office Manager provides administrative and clerical support to ensure the efficient daily operation of the Maintenance Department. This position coordinates maintenance work orders, manages departmental records, and assists with safety, security, and compliance documentation. The Office Manager plays a key role in maintaining organized, accurate, and timely information for departmental leadership and regulatory readiness.

Essential Responsibilities:

Receive and prioritize maintenance requests, maintain communication with staff and vendors, and track work orders through completion.

Maintain preventive maintenance logs, inventories, and facility records, ensuring updates are completed on schedule.

Create, format, and maintain Excel spreadsheets for purchasing records, preventive maintenance tracking, and departmental reporting.

Prepare agendas, minutes, and reports for Safety and Security Committee meetings.

Assist with safety surveys, performance improvement reports, and documentation required for DNV and state inspections.

Support the Maintenance Director by preparing correspondence, purchase orders, and departmental schedules.

Handle general office functions including filing, recordkeeping, mail distribution, and communication management.

Qualifications:

High school diploma or equivalent required; additional coursework in office administration or computer applications preferred.

Minimum one year of clerical and computer experience; strong proficiency in Microsoft Excel required.

Excellent organizational skills, attention to detail, and ability to manage multiple priorities.

Effective written and verbal communication skills and the ability to work independently in a fast-paced environment.

Reports To: Maintenance Director

Status: Full-Time, Non-Exempt