Maintenance Assistant

Main Purpose:

The Maintenance Assistant provides administrative, logistical, and safety support to the Maintenance Department. The role ensures effective coordination of procurement processes, documentation control, and contractor support. Additionally, the Maintenance Assistant supports the reporting and documentation needs of the terminal’s safety program as related to maintenance activities.

Knowledge Skills and Abilities, Key Responsibilities:

Key Responsibilities

Administrative & Procurement Support

• Generate and manage purchase orders for maintenance-related materials and services.
• Request and consolidate quotes from vendors, ensuring competitive sourcing.
• Track procurement status and coordinate with suppliers for timely delivery.
• Ensure proper classification and budget allocation of all maintenance-related purchases (OPEX/CAPEX).

2

Work Order & Documentation Management

• Create, update, and close maintenance work orders in the CMMS.
• Maintain an organized archive of maintenance records, certifications, warranties, and technical documentation.
• Ensure contractor reports and service confirmations are properly collected and filed.

3

Vendor & Contractor Coordination

• Follow up on pending maintenance services or deliveries from external contractors.
• Assist in organizing contractor visits including access requests, documentation checks, and safety onboarding.

4

Safety Program Reporting Support

• Assist in compiling maintenance-related safety data such as corrective actions, equipment failures, and safety inspections.
• Ensure maintenance activities are properly documented within the safety reporting systems used by the terminal.

5

Inventory & Asset Support

• Support inventory reconciliation processes for spare parts, tools, and maintenance consumables.
• Maintain records of asset tags, equipment inspections, and calibration schedules.

Position Requirements

Work Experience: 

• Minimum 2 years of administrative experience, preferably in maintenance, logistics, or industrial operations.
• Familiarity with procurement and/or maintenance management systems preferred.

Education, Certificates & Professional Licenses: 

• Associate Degree in Industrial Management, Business Administration, Engineering Technology, or equivalent.
• OSHA 10/30 or safety training certificates preferred.

General and Technical Skills: 

•  Strong organizational and follow-up skills.
•  Proficiency with Microsoft Office (Excel, Word, Outlook) and experience in ERP or CMMS systems (NAV preferred)
• Ability to interpret and manage technical documentation.
• Basic understanding of safety principles and maintenance processes in industrial environments.
• Effective written and verbal communication skills in Spanish and English.

Competencies

• Detail-oriented and able to manage multiple priorities simultaneously.
• Strong sense of responsibility and confidentiality.
• Team-oriented mindset with initiative to support process improvements.
• Commitment to safety, compliance, and continuous improvement.

Physical Requirements: 

• Ability to move between office and field environments as needed.
• Occasionally required to use PPE and enter controlled operational areas.

Key Relationships and Department Overview:

• Internal – Maintenance team, Terminal Operators, Operations team, HSE Department, Procurement, Administrative Support.
• External – Contractors, Service Providers, Suppliers, and Vendors.