Maintenance Administrative Assistant- Bank of America Stadium

Job Summary

Maintenance Coordination & Vendor Management

• Serve as the primary administrative liaison for all maintenance activities performed by KES and other contracted service providers.
• Coordinate preventative, corrective, and emergency maintenance activities.
• Monitor work order progress and ensure timely completion of assigned tasks.
• Track open maintenance requests and provide regular status updates to management.
• Ensure vendors are meeting service level expectations, timelines, and contractual obligations.
• Conduct routine follow-up on outstanding maintenance issues and unresolved repairs.

Scheduling & Work Management

• Develop and maintain maintenance schedules for preventative and corrective work.
• Coordinate facility access and schedule service visits to minimize operational disruption.
• Prioritize maintenance requests based on urgency, safety, and business needs.
• Maintain accurate maintenance records, service logs, and documentation.

Budget & Financial Oversight

• Monitor monthly maintenance expenditures and ensure spending remains within approved budgets.
• Review invoices for accuracy and proper documentation prior to submission for payment.
• Track committed and projected maintenance expenses.
• Prepare budget reports, spending summaries, and variance analyses for leadership review.
• Identify opportunities for cost savings and operational efficiencies.

Quotations & Procurement Support

• Obtain, review, and track vendor proposals and repair quotations.
• Follow up on pending quotes to ensure timely responses and project completion.
• Assist with vendor selection by comparing pricing, service offerings, and project scope.
• Coordinate purchase requests and approval processes in accordance with company policies.

Capital Expenditure (CapEx) Administration

• Prepare and maintain Capital Expenditure (CapEx) requests and supporting documentation.
• Track approved capital projects from initiation through completion.
• Maintain records of project budgets, approvals, timelines, and expenditures.
• Provide leadership with project status updates and financial summaries.

Reporting & Compliance

• Generate weekly and monthly reports regarding maintenance performance, expenditures, work order metrics, and vendor activity.
• Maintain electronic and hard-copy maintenance records.
• Ensure documentation complies with company standards and applicable regulatory requirements.
• Support audits, inspections, and compliance reviews as required.