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Job Title: Administrative & Contractor Coordination Specialist / Maintenance Planner

Job Description

The Administrative & Contractor Coordination Specialist / Maintenance Planner supports day-to-day operations by coordinating maintenance activities, managing contractors, and overseeing administrative workflows related to facilities and procurement. The role requires strong organizational skills, the ability to work within multiple software systems such as CMMS and invoicing platforms, and clear communication with internal teams, vendors, and contractors to ensure maintenance tasks and related documentation are completed accurately and on time.

Responsibilities

• Provide comprehensive administrative support to the operations or facilities team, including documentation management, scheduling, data entry, and general office coordination.
• Process, track, and reconcile invoices using the company’s invoicing software, ensuring accuracy of financial entries and adherence to established approval workflows.
• Assist in resolving invoice discrepancies by coordinating with internal stakeholders and external vendors.
• Operate and navigate the company’s Computerized Maintenance Management System (CMMS), particularly SAP, to create, update, and monitor work orders, asset records, and preventive maintenance schedules.
• Plan and manage maintenance planning activities, ensuring preventive and corrective maintenance tasks are scheduled and executed efficiently.
• Coordinate contractor tasks by planning, prioritizing, and tracking multiple maintenance, repair, and service requests simultaneously.
• Assign and monitor contractor work orders within the CMMS to ensure timely completion and proper documentation of all activities.
• Facilitate procurement processes by issuing and processing purchase requisitions, obtaining vendor quotes, and creating purchase orders in line with company policies.
• Maintain accurate and complete procurement records, ensuring all supporting documentation is properly filed and accessible.
• Serve as a liaison between internal departments, contractors, and vendors to clarify expectations, provide timely updates, and support smooth workflow execution.
• Communicate with contractors via email and phone to confirm schedules, share work details, and follow up on outstanding tasks or issues.
• Support schedule planning for maintenance activities to minimize operational disruption and optimize resource utilization.
• Contribute to continuous improvement of maintenance and administrative processes by identifying inefficiencies and suggesting practical solutions.

Essential Skills

• Hands-on experience using a Computerized Maintenance Management System (CMMS), particularly SAP, to manage work orders, assets, and preventive maintenance schedules.
• Demonstrated maintenance planning experience, with a focus on facilities coordination and scheduling of preventive and corrective maintenance tasks.
• Proven experience processing invoices and creating purchase orders, including working within invoicing or ERP systems.
• Experience coordinating and managing contractors via email and phone, including scheduling, task assignment, and follow-up.
• including documentation management, data entry, and office coordination.
• Ability to navigate and work comfortably across multiple software systems and digital tools.
• Excellent organizational skills with the ability to manage multiple tasks and priorities simultaneously.
• Clear and professional written and verbal communication skills for interaction with internal teams, contractors, and vendors.
• Attention to detail and accuracy when handling financial entries, maintenance records, and procurement documentation.

Additional Skills & Qualifications

• Experience with SAP-based maintenance planning and facility coordination.
• Familiarity with preventive maintenance strategies and scheduling best practices.
• Comfort working in an operations or facilities environment with frequent interaction with technical and non-technical stakeholders.
• Ability to interpret maintenance-related information and translate it into clear work orders and contractor instructions.
• Strong problem-solving skills to address issues related to invoicing, scheduling, and contractor performance.
• Adaptability to changing priorities and the ability to remain organized in a fast-paced environment.

Work Environment

This is an onsite role with a standard schedule of Monday through Friday, typically from 7:30 a.m. to 4:00 p.m., with some flexibility between 7:00 a.m. and 5:00 p.m. The position may require occasional overtime, though this is expected to be infrequent and does not include weekend work. The role is based in a facilities and operations environment where you will regularly use CMMS tools such as SAP, invoicing software, and other office productivity systems to manage maintenance, procurement, and administrative tasks. You will collaborate closely with operations or facilities teams, interact frequently with contractors and vendors, and work in a structured, process-oriented setting that values accuracy, reliability, and clear communication.

This is a Contract position based out of Indianapolis, IN.

The pay range for this position is $35.00 - $40.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:
• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

This is a fully onsite position in Indianapolis,IN.

This position is anticipated to close on Jun 14, 2026.

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.