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Key Responsibilities and Required Skills for a Maintenance Clerk

💰 $40,000 - $65,000

AdministrationMaintenanceOperationsFacilities

🎯 Role Definition

The Maintenance Clerk serves as the organizational backbone of the maintenance department, acting as the central hub for all administrative and data-related functions. This individual is instrumental in ensuring the smooth and efficient execution of maintenance activities by managing work orders, tracking parts inventory, and maintaining the integrity of the Computerized Maintenance Management System (CMMS). By providing critical administrative support, the Maintenance Clerk empowers the technical team to focus on hands-on tasks, directly contributing to asset reliability, operational uptime, and overall plant or facility efficiency. This role requires a meticulous, proactive, and highly organized professional who can bridge the gap between maintenance planning and execution.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Administrative Assistant
  • Data Entry Clerk
  • Stockroom Attendant / Warehouse Clerk
  • Junior Office Coordinator

Advancement To:

  • Maintenance Planner / Scheduler
  • CMMS Administrator / Specialist
  • Maintenance Parts & Inventory Manager
  • Junior Maintenance Supervisor

Lateral Moves:

  • Purchasing Assistant / Coordinator
  • Logistics Coordinator
  • Operations Administrator

Core Responsibilities

Primary Functions

  • Accurately and promptly enter all maintenance work order data into the Computerized Maintenance Management System (CMMS), including labor hours, parts used, and detailed notes on work performed.
  • Generate, assign, and distribute preventative maintenance (PM) and corrective work orders to maintenance technicians and supervisors according to the established schedule.
  • Receive, process, and prioritize incoming maintenance service requests from various departments, ensuring they are properly documented and assigned.
  • Maintain and update critical equipment records and asset history within the CMMS, including warranties, service contracts, and historical repair data.
  • Act as the primary point of contact for the maintenance department, fielding calls and inquiries and directing them to the appropriate personnel.
  • Assist in the procurement of spare parts, materials, and supplies by creating purchase requisitions, obtaining quotes, and tracking order status from creation to delivery.
  • Manage the parts and supplies inventory, including receiving shipments, verifying packing slips against purchase orders, and properly stocking items in the storeroom.
  • Conduct regular cycle counts and physical inventory audits to ensure the accuracy of stock levels and investigate any discrepancies found.
  • Prepare and distribute daily, weekly, and monthly maintenance reports, such as work order backlogs, PM compliance, equipment downtime, and key performance indicators (KPIs).
  • Close out completed work orders in the CMMS after verifying all required information, including technician comments and part consumption, is complete and accurate.
  • Develop and maintain a comprehensive filing system for all maintenance-related documentation, including equipment manuals, safety procedures, and vendor information.
  • Coordinate with outside vendors and service contractors for scheduled maintenance, repairs, or project work, including scheduling their site visits and ensuring they have proper access.
  • Assist the Maintenance Planner/Scheduler by kitting parts and materials for upcoming planned work orders to improve technician "wrench time" and efficiency.
  • Manage the checkout and return process for special tools, equipment, and departmental keys, ensuring all items are accounted for.
  • Support the maintenance budget by tracking spending on parts and services and flagging potential overages to management.

Secondary Functions

  • Assist in the onboarding of new maintenance team members by providing training on CMMS usage, work order processes, and storeroom procedures.
  • Participate in departmental safety meetings, take minutes, and help track the completion of any resulting action items.
  • Compile data and prepare documentation required for internal and external audits related to maintenance and facility operations.
  • Update and maintain visual management boards within the maintenance shop, displaying key metrics, schedules, and safety information.
  • Provide administrative support to the Maintenance Manager and Supervisors, including calendar management, expense reporting, and preparing presentations.
  • Support ad-hoc data requests and exploratory data analysis to identify trends in equipment failure or maintenance costs.
  • Contribute to the organization's data strategy and roadmap by suggesting improvements for data capture and reporting within the CMMS.
  • Collaborate with business units to translate data needs into engineering requirements for system improvements.
  • Participate in sprint planning and agile ceremonies within the data engineering team if applicable to CMMS projects.
  • Coordinate facility-related services such as janitorial, pest control, or waste management as directed by maintenance leadership.

Required Skills & Competencies

Hard Skills (Technical)

  • CMMS Proficiency: Deep experience with one or more Computerized Maintenance Management Systems (e.g., SAP PM, Maximo, eMaint, Fiix, UpKeep).
  • Data Entry & Management: High speed and accuracy in data entry with a strong ability to maintain and audit large datasets for integrity.
  • Microsoft Office Suite: Advanced proficiency in MS Excel (pivot tables, VLOOKUPs, formulas), Word, and Outlook for reporting, communication, and analysis.
  • Inventory Control: Solid understanding of inventory management principles, including cycle counting, min/max levels, and FIFO/LIFO systems.
  • Purchase Order Processing: Knowledge of the procurement process, including creating requisitions, tracking purchase orders, and receiving goods.
  • Reporting & Analytics: Ability to generate, compile, and interpret basic maintenance metrics and create clear, concise reports.

Soft Skills

  • Attention to Detail: Meticulous and thorough when processing information, with a commitment to accuracy in all tasks.
  • Organizational Skills: Exceptional ability to manage multiple priorities, documents, and deadlines in a fast-paced environment.
  • Communication: Clear and professional written and verbal communication skills for interacting with technicians, managers, and external vendors.
  • Problem-Solving: Proactive in identifying process gaps, data discrepancies, or potential issues and suggesting viable solutions.
  • Time Management: Strong ability to prioritize tasks effectively and work independently with minimal supervision to meet deadlines.
  • Customer Service Orientation: A helpful and responsive attitude when handling requests from internal departments and supporting the maintenance team.

Education & Experience

Educational Background

Minimum Education:

  • High School Diploma or GED equivalent.

Preferred Education:

  • Associate's Degree or a technical/vocational certificate.

Relevant Fields of Study:

  • Business Administration
  • Office Management
  • Supply Chain Management
  • Information Systems

Experience Requirements

Typical Experience Range: 2-5 years of administrative, data entry, or coordinating experience.

Preferred: Experience in a similar role within a manufacturing, industrial, distribution, or facilities maintenance environment is highly desirable. Direct experience working with a CMMS and supporting a team of technical staff is a significant advantage.

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