M&R Administrative Assistant

Job Summary

The M&R Administrative Assistant supports plant-wide maintenance operations by managing documentation, processing work orders in SAP, and coordinating departmental training. This role interacts with both management and hourly maintenance staff and ensures accurate recordkeeping and communication. It is a critical support role that contributes to the smooth operation of the maintenance department.

• Organize maintenance records for processing and filing.
• Heavily uses SAP to process completed maintenance work orders and asks clarification questions as needed.
• Scan and file paper records for long term retention and reference.
• Track maintenance time confirmation for the maintenance hourly employees.
• Create maintenance call out sign-up sheets and publishes the weekly maintenance call out sheets for the plant.
• Creates new MRO maintenance parts items for global SAP records, local stock room and reordering capabilities.
• Assist to maintain the Master Label Data list for MRO items used in the local stock room for product labelling.
• Create training documents and tracking to ensure the maintenance department is current on training requirements.
• Create daily night notes of completed maintenance work activities and email to distribution lists within the plant.
• Tracks individual maintenance employee's timesheet to ensure time confirmation completeness.
• Makes copies of daily forms for plant wide use.
• Completes monthly near miss observations.
• Uses Microsoft Office suite to organize data and email notices.
• May participate in work permit reviews with the safety team.
• Perform routine office management activities.
• Communicate effectively, orally and in writing.
• Work effectively in a team environment.
• Work in time sensitive environment and on multiple tasks.
• Coordinate maintenance meals and snacks during special occasions.
• Organizes department food areas and order supplies.
• Orders office supplies for the department.
• Mostly office work but may be times that this role will go into the plant environment.

• High school diploma or equivalent.
• General understanding of maintenance work settings.
• Excellent organizational and time management skills.
• Strong communication and interpersonal abilities.
• Strong computer skills in Microsoft Suite. SAP knowledge is preferred.
• Ability to read and interpret documents typed and handwritten.
• Maintain accurate records of maintenance records.
• Communicate with other Maintenance team members, both management and hourly.

We are a global leader in taste, scent, and nutrition, offering our customers a broader range of natural solutions and accelerating our growth strategy. At IFF, we believe that your uniqueness unleashes our potential. We value the diverse mosaic of ethnicity, national origin, race, age, sex, or veteran status. We strive for an inclusive workplace that allows each of our colleagues to bring their authentic self to work regardless of their religion, gender identity and expression, sexual orientation, or disability.

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Salary Ranges:

$42,400 – $53,000