Administrative Assistant – Maintenance & Equipment at Alliance Integrated Solutions – Pembroke, North Carolina

COMPANY OVERVIEW
Alliance Integrated Solutions NC, Inc. (AIS) is a disaster response contractor specializing in debris removal, waterway restoration, and environmental remediation. We provide FEMA-compliant solutions for government agencies and private clients across the Southeast.

POSITION SUMMARY
The Administrative Assistant – Maintenance & Equipment provides dedicated administrative and systems support to AIS’s maintenance operations. This office-based role ensures all maintenance work is accurately documented, tracked, and visible across the organization, allowing field mechanics to remain focused on equipment repair and operational execution. This is a non-supervisory position with no authority to direct field personnel or manage procurement.

ESSENTIAL DUTIES AND RESPONSIBILITIES
Work Order & System Management
• Enter and update all maintenance and repair activities in the maintenance management system (e.g., Fleetio) with accuracy and timeliness
• Track all work orders through the full lifecycle: open → in progress → closed
• Ensure complete and accurate documentation of all repairs, parts used, and labor hours
• Audit open work orders regularly to identify stale or incomplete entries and escalate discrepancies to the Field Logistics Coordinator

Reporting & Visibility
• Maintain and distribute a daily status dashboard reflecting open work orders, completed repairs, and overdue preventive maintenance items
• Generate weekly maintenance summary reports for Operations & Logistics leadership
• Compile and format data into clear, accessible reports that support decision-making by field and operations leadership

Documentation & Compliance
• Maintain up-to-date maintenance records for all AIS equipment and fleet assets
• Ensure preventive maintenance schedules are recorded in the system and that upcoming service intervals are tracked and communicated
• Support internal audit readiness by maintaining organized, retrievable maintenance documentation
• Assist with compliance tracking and records management in alignment with company policies

SCOPE LIMITATIONS – WHAT THIS ROLE DOES NOT DO
To maintain clarity of roles within the maintenance function, this position does not:
• Prioritize, schedule, or assign maintenance work orders to mechanics or field personnel
• Direct, supervise, or evaluate the work of mechanics or any field staff
• Manage, order, or procure parts, supplies, or equipment

QUALIFICATIONS
Required:
• High school diploma or GED; Associate degree preferred
• 1–3 years of administrative, data entry, or office support experience
• Proficiency with Microsoft Office Suite (Excel, Word, Outlook)
• Experience working in a database, fleet management, or maintenance tracking system (Fleetio or similar preferred)
• Strong data entry accuracy with demonstrated attention to detail
• Ability to pass background check and, where applicable, drug and alcohol screening

Preferred:
• Experience supporting field operations, logistics, or equipment-intensive industries
• Familiarity with fleet management software, CMMS platforms, or similar systems
• Exposure to disaster response, debris removal, or construction operations

I-9 Verification:
• Must be legally authorized to work in the United States and able to provide documentation establishing identity and employment eligibility as required by Form I-9, without sponsorship

KNOWLEDGE, SKILLS, AND ABILITIES
• Highly organized with the ability to manage and track multiple open items simultaneously
• Comfortable with technology, data systems, and digital record-keeping
• Consistent and reliable in maintaining daily administrative routines with minimal supervision
• Strong written communication skills for reporting and documentation purposes
• Collaborative team orientation with the ability to coordinate effectively across departments
• Ability to adapt to shifting operational priorities while maintaining documentation accuracy

PHYSICAL DEMANDS AND WORK ENVIRONMENT
• Office-based position; primarily seated desk work with standard computer use
• Occasional lifting of files or office materials up to 15 pounds
• Standard business hours with potential for overtime during active disaster response activations
• May require extended periods of screen-based data entry and report generation

COMPENSATION AND BENEFITS
• Competitive hourly wage based on experience
• Overtime compensation for hours worked over 40 per week, in accordance with
FLSA
• Medical, dental, and vision insurance
• 401(k) retirement savings plan
• Paid time off and holidays

EQUAL EMPLOYMENT OPPORTUNITY
Alliance Integrated Solutions NC, Inc. is an equal opportunity employer. We do not discriminate based on race, color, religion, sex, sexual orientation, gender identity, national origin, veteran status, disability, age, or any other protected class under applicable federal, state, or local law.

DISCLAIMER
This position description describes the general nature and level of work performed. It is not an exhaustive list of all duties, responsibilities, or qualifications. Management reserves the right to modify, add, or remove duties as business needs require. Employment with AIS is at-will and may be terminated by either party at any time.