Maintenance Administrative Assistant

Administrative Assistant

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 include managing callouts for maintenance staff and communicating clearly and promptly with mechanics, electricians, and other personnel. The role also involves alerting supervisors and superintendents when mechanics or electricians receive occurrences and preparing discipline forms to be issued. Additionally, it includes collecting and organizing discipline documentation from supervisors, maintaining accurate employee attendance and timekeeping records, tracking emergency vacations, doctor's notes, sick days, and related attendance events, overseeing office supplies, filing and organizing maintenance records, building maintenance capital folders in the content server, providing administrative support to the maintenance department, collaborating with other departments to streamline workflow processes, coordinating meetings for hourly personnel, administering and inputting overtime shifts, vacations, set-up codes, shift swaps, and job codes into the appropriate systems, answering calls and emails from operators, coordinating onboarding activities for new employees, printing, compiling, and distributing training materials and books to trainees, coordinating cross-training plans, verifying gate punches and missed punches, facilitating weekly department staff meetings, working with the team to track Management of Change items, hurricane preparation activities, housekeeping tasks, and other departmental initiatives, and supporting operation teams with clerical and administrative tasks.

Essential skills include a high school diploma or GED, 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, proven experience in administrative roles, preferably in a maintenance or unionized environment, strong organizational skills, effective verbal and written communication skills, familiarity with timekeeping processes and procedures for unionized hourly employees, ability to manage office supplies, monitor inventory, and ensure timely restocking, ability to work collaboratively with union representatives and staff while maintaining professionalism and confidentiality, customer-service-oriented mindset, experience with Kronos Workforce Timekeeper or similar workforce management tools.

Additional skills and qualifications include clerical support experience in maintenance, operations, or industrial environments, experience in time tracking and attendance administration for hourly union employees, experience supporting onboarding, training plans, and cross-training initiatives, ability to prepare and distribute training materials, books, and documentation for trainees, experience coordinating meetings such as safety sessions, annual training, and engagement surveys, comfort working with document control standards and content server systems to build capital folders and initiate workflows, strong attention to detail and accuracy in data entry, recordkeeping, and documentation, ability to respond professionally to operator questions and complaints via phone and email, experience verifying gate punches, resolving missed punches, and managing timecard approvals, ability to support departmental initiatives such as Management of Change tracking, hurricane preparation, and housekeeping efforts, interest in gaining additional experience in a unionized environment through a structured, year-long assignment.

This role is based at the New Wales Plant and follows a Monday through Friday schedule, typically from 8:00 a.m. to 5:00 p.m. This is a contract position based out of Mulberry, FL. The pay range for this position is $25.52 - $25.52/hr individual compensation offered for this position within this range will depend on many factors, including…