Maintenance Admin Assistant

Maintenance Administrative Assistant

Fenton, MO | Onsite
Hourly, Non-Exempt | $17-$21/hour DOE

About the Role

BTC is seeking a highly organized and detail-oriented Maintenance Administrative Assistant to support the day-to-day operations of our Maintenance Department. This role is critical in helping ensure our fleet maintenance processes run efficiently by providing administrative support, maintaining accurate records, coordinating communication with vendors and internal teams, and assisting with work order and invoice management.

The ideal candidate thrives in a fast-paced environment, communicates professionally, and can effectively manage multiple priorities while maintaining a high level of accuracy and organization.

Essential Duties and Responsibilities

• Serve as the primary administrative support resource for the Maintenance Department and assist with daily office operations.
• Accurately enter and maintain work orders, maintenance records, and inspection documentation within company systems.
• Distribute Federal Annual Inspection forms and issue purchase orders (POs) to suppliers and vendors as needed.
• Maintain detailed records of maintenance activities, repairs, and vendor services using R&M software.
• Process and track invoices related to maintenance services, repairs, and vendor work.
• Communicate professionally with employees, vendors, drivers, and visitors while responding to inquiries in a timely manner.
• Coordinate meetings, training sessions, travel arrangements, and other scheduling needs for maintenance staff attending off-site events or conferences.
• Assist with tracking maintenance-related documentation and ensuring records remain organized and up to date.
• Support inventory and parts tracking activities as needed.
• Perform additional administrative duties and special projects as assigned.

Required Skills and Qualifications

• High school diploma or equivalent required; additional education in office administration or a related field is a plus.
• 1+ years of administrative experience, preferably within a maintenance, transportation, fleet, or facilities environment.
• Proficiency with Microsoft Office Suite, including Word, Excel, and Outlook.
• Strong organizational, multitasking, and time management skills with the ability to prioritize workload effectively.
• Excellent written and verbal communication skills with a strong customer service mindset.
• High attention to detail and ability to maintain accurate records and documentation.
• Ability to work in a fast-paced environment while managing multiple responsibilities.

Preferred Qualifications

• Experience with Maintenance Information Reporting (MIR) systems or similar maintenance tracking software.
• Familiarity with accounts payable processes, invoice processing, and vendor management.
• Basic understanding of inventory management and parts tracking.
• Ability to work independently with minimal supervision while remaining collaborative with the team.

Some of our Benefits include:

BTC offers a competitive benefits package designed to support our employees both professionally and personally, including:

• Medical, Dental, and Vision Insurance
• 401(k) with Company Match
• Paid Vacation and Sick Time
• Company-Paid Holidays
• Life Insurance
• Short-Term and Long-Term Disability Coverage
• Health Savings Account (HSA) and Flexible Spending Account (FSA) Options
• Dependent Care Reimbursement Account
• Employee & Immediate Family Assistance Program (EAP)
• Internal Growth and Career Advancement Opportunities
• Collaborative and Team-Oriented Work Environment