Maintenance Administrative Assistant

Location: Mulberry

Job Title:

Maintenance Administrative Assistant

Job Description

The Maintenance Administrative Assistant plays a key role in supporting the maintenance and operations teams by managing callouts and timekeeping for union hourly workers, coordinating onboarding and training activities, organizing maintenance records and office supplies, and providing comprehensive clerical and workflow support. This position ensures accurate documentation, efficient communication, and smooth coordination across maintenance and operations functions in a unionized environment.

Responsibilities

+ Manage callouts for maintenance staff and communicate clearly and promptly with mechanics, electricians, and other personnel.

+ Alert supervisors and superintendents when mechanics or electricians receive occurrences and prepare discipline forms to be issued.

+ Collect and organize discipline documentation from supervisors once it has been issued.

+ Maintain accurate employee attendance and timekeeping records in Kronos or similar time and attendance systems.

+ Track emergency vacations, doctor's notes, sick days, and related attendance events in Kronos, and file any supporting documentation such as doctor's notes.

+ Oversee office supplies by monitoring inventory, ensuring availability, and restocking as needed for both operators and office staff, including non-warehouse items.

+ File and organize maintenance records in accordance with document control standards to ensure easy retrieval and reference.

+ Build maintenance capital folders in the content server and initiate associated workflows.

+ Provide administrative support to the maintenance department, including clerical support, document preparation, and record management.

+ Collaborate with other departments to streamline workflow processes and improve operational efficiency.

+ Coordinate meetings for hourly personnel, including safety meetings, MSHA annual training sessions, engagement surveys, and other miscellaneous gatherings.

+ Administer and input overtime shifts, vacations, set-up codes, shift swaps, and job codes into the appropriate systems.

+ Answer calls and emails from operators, addressing questions, concerns, and complaints in a professional and timely manner.

+ Coordinate onboarding activities for new employees, including training plans, progress checks, panel reviews, and testing.

+ Print, compile, and distribute training materials and books to trainees to support onboarding and cross-training initiatives.

+ Coordinate cross-training plans, schedule training around overtime needs, and update training records, training plans, seniority lists, and related documentation.

+ Verify gate punches and missed punches, and ensure timecard sign-offs every other Monday.

+ Facilitate weekly department staff meetings by preparing materials, tracking action items, and supporting follow-up activities.

+ Work with the team to track Management of Change (MOC) items, hurricane preparation activities, housekeeping tasks, and other departmental initiatives.

+ Support operation teams with clerical and administrative tasks that enhance overall operational performance and efficiency.

Essential Skills

+ High School diploma or GED required.

+ At least 1 year of maintenance administrative experience or production/operational support experience.

+

Experience with onboarding, setting up trainings, and similar processes for new employees.

+ Hands-on experience with time and attendance systems such as Kronos or similar platforms.

+ Proficiency in Microsoft Office Suite, including Excel, Word, and PowerPoint.

+ Proven experience in administrative roles, preferably in a maintenance or unionized environment.

+ Strong organizational skills with the ability to maintain accurate records and structured…