Office Coordinator - Maintenance

Your Job

We are seeking an experienced, detail-oriented Office Coordinator to support the Maintenance, Engineering and Administrative team at Brunswick Cellulose. The ideal candidate is a self-starter who thrives in a collaborative, fast-paced manufacturing environment, demonstrates strong customer focus and discretion when handling sensitive information, and helps drive process and documentation excellence for the maintenance organization.

This role sits at the intersection of administrative support, maintenance coordination, and customer-focused service to keep the Engineering/Maintenance organization running smoothly and safely.

• Serve as first point of contact for administrative inquiries directed to the Maintenance/Engineering and administrative group; route and elevate issues to the appropriate maintenance leads, engineers, or HR/operations personnel with timely follow-up.
• Manage confidential information with discretion: personnel records, shift coverage details, discipline/action documentation, and other sensitive materials.
• Coordinate scheduling and logistics for maintenance planning: arrange and maintain calendars for the maintenance management team, schedule shift‑change meetings, planning sessions, and outage planning meetings.
• Support work order and preventive maintenance processes: collect, compile, and distribute maintenance reports, work order summaries, downtime logs, and parts usage data to maintenance planners and leaders.
• Maintain and update shared documents, department SharePoint sites, or other repositories (e.g., SOPs, permits, lockout/tagout checklists, maintenance schedules).
• Generate, compile, and format reports and presentations for leadership reviews - collect required data, produce clear visuals/tables, and ensure timely distribution.
• Track vacation and weekend duty schedules and maintain on‑call rosters; coordinate coverage and ensure continuity of service.
• Provide general office administration: answer phones, greet visitors, manage mail and deliveries, order office/maintenance supplies, and maintain organized filing systems (electronic and physical).
• Support special projects and change initiatives (5S, Lean events, continuous improvement efforts) by organizing meetings, tracking action items, and documenting process changes.
• Coordinate vendor and contractor administrative needs: onboarding paperwork, site access forms, and arrival logistics for maintenance‑related contractors; support purchase requisition tracking as needed.
• Plan and organize employee recognition and department events to support team morale and retention.
• Assist with compliance tracking - ensuring required training records, certifications, and permits are current and organized for audits.
• Coordinate all administrative activities for the maintenance, engineering, and administrative teams – schedule and coordinate internal and cross‑functional meetings (prepare agendas, distribute materials, record minutes), manage calendars and conference rooms, arrange catering and staff lunches, oversee vendor coordination for office supplies, facilities and AV setup.
• Administer mill‑wide production incentive and recognition programs - track production metrics and participation, maintain incentive records, prepare regular reporting and participant communications, coordinate award distribution and celebratory events/lunches, and partner with operations, HR and finance to ensure program integrity and continuous improvement.

• Minimum of three (3) years administrative or office coordination experience, preferably supporting operations, maintenance, engineering, or manufacturing teams.
• Proficient with Microsoft Office Suite:
  • Outlook: calendar & meeting management, email best practices.
  • Excel: spreadsheet creation, formulas, pivot tables, and basic data analysis.
  • PowerPoint: presentation creation/editing.
  • Word: document creation and formatting.
• Strong written and verbal communication skills; comfortable interacting with all levels of the organization.
• Demonstrated organizational skills and ability to manage multiple priorities in a dynamic environment.
• High degree of integrity and ability to…