I. PURPOSE
This document outlines the essential responsibilities, qualifications, and anticipated standards for the Maintenance Administrative Coordinator role within Contrans Maintenance Group. The objective is to provide a clear understanding of the role, emphasizing its dynamic nature and collaborative aspects. By defining key duties and qualifications, this document establishes a structured framework for the efficient flow of administrative tasks crucial to maintenance processes. It facilitates effective communication, organization, and adaptability, ensuring the smooth operation of maintenance activities through collaborative efforts with both shops and operations teams.
II. SCOPE
The scope of this document delineates the integral duties, primary functions, and requisite qualifications specific to the Maintenance Administrative Coordinator position within Contrans Maintenance Group. It underscores the dynamic responsibilities that contribute to the seamless operation of maintenance processes through collaboration with both shops and operations teams. The scope emphasizes diverse tasks, including generating equipment service reports, processing vendor invoices, digital document scanning, handling emergency service calls, and facilitating service bookings into the shops. By focusing on these responsibilities, the document establishes a structured framework for the Maintenance Administrative Coordinator's pivotal role in supporting the operational efficiency of maintenance processes.
III. DEFINITIONS
IV. DETAILS/CONTENTS
Position Overview: Maintenance Administrative Coordinator As a Maintenance Administrative Coordinator, your role is dynamic, involving collaboration with both the shops and operations teams. Your responsibilities are diverse, ensuring the smooth flow of administrative tasks crucial to the efficient operation of maintenance processes.
Key Responsibilities:
- Generate Equipment Service Reports
- Utilize our maintenance program to generate service reports for operations, providing insights into overdue or upcoming service requirements.
- Process Vendor Invoices
- Handle vendor invoices related to services rendered or parts purchases, ensuring accurate and timely processing.
- Digital Document Scanning
- Digitally scan and organize necessary documents, maintaining a streamlined and efficient documentation system.
- On-Road Emergency Service Calls
- Provide support by handling service calls for on-road emergencies, ensuring swift and effective responses to critical situations.
- Booking Services
- Facilitate the booking of services into the shops, coordinating schedules and ensuring efficient allocation of resources.
Qualifications and Skills:
- Previous administrative experience, preferably in a maintenance or transportation setting.
- Proficiency in handling digital documentation and scanning processes.
- Strong organizational skills with an attention to detail.
- Effective communication skills for coordinating service calls and interacting with internal teams.
- Ability to adapt to dynamic work environments and prioritize tasks effectively.
V. Documents, Templates, and Forms