About the role
Location: Phoenix, AZ
Employment Type: Full Time
Shift
- Shift: 1 Monday – Friday Day Shift (5am ~ 2pm)
- Shift: 2 Monday – Friday Day Shift (2pm ~ 11pm)
Responsibilities
- Vendor sourcing and coordination: Identify repair shops, parts suppliers, and service providers; request quotes; compare pricing, availability, and turnaround times; and coordinate service appointments.
- Invoice and receipt management: Collect, organize, and file invoices, receipts, purchase orders, and supporting documents. Verify charges against approved quotes and completed work, and follow up on discrepancies.
- Payment processing support: Prepare payment requests, obtain required approvals, submit documentation to Accounting, and track payment status. Respond to vendor billing inquiries.
- Maintenance recordkeeping: Maintain accurate records by equipment or asset number, including service dates, repair details, parts replaced, costs, mileage or operating hours, and the next scheduled service.
- Repair request tracking: Maintain a log of open maintenance requests, scheduled appointments, repair progress, and completion dates. Follow up with vendors and communicate updates to the maintenance team.
- Preventive maintenance scheduling: Track upcoming service requirements and send reminders to help ensure maintenance is completed on time.
- Parts and supply support: Assist with ordering approved parts and supplies, tracking deliveries, and organizing related purchase records.
- Reporting and general administration: Update maintenance expense reports, vendor contact lists, warranty records, and other departmental files. Provide general administrative support as needed.
Qualifications
- Previous experience in administrative support, vendor coordination, purchasing, or accounts payable preferred.
- Proficiency in Microsoft Excel, Outlook, and Word.
- Strong organizational skills, attention to detail, and ability to follow up on multiple tasks.
- Ability to communicate professionally with vendors, technicians, operations staff, and Accounting.
- Experience in logistics, warehouse operations, fleet maintenance, or equipment repair is a plus.
- Basic familiarity with equipment and maintenance terminology is helpful; technical repair experience is not required.
Benefits (Full-Time ONLY)
- Health, Dental, and Vision PPO Insurance
- Life, STD, LTD Insurance
- 401(K) Plan
- Paid Time Off
- Additional Paid time off (Bereavement, Wedding, Birth of a Child, etc.)
- Years of Service Awards
- Education Assistant Program (Based on Eligibility)