Administrative Assistant - Plant Maintenance Department

Responsibilities

In this role, you’ll provide administrative and program coordination support for assigned plant areas, partnering with internal customers and vendors to ensure recurring work is planned, tracked and completed on time. This role serves as the area Cintas FRC Coordinator for Plant Maintenance Department (PMD) and owns inventory/supply controls, while also supporting engineering documentation processes, meeting coordination, purchasing activities and routine communications.

The administrative assistant maintains accurate records, metrics, and SharePoint content, and leverages Microsoft 365 tools (including SharePoint and Power Automate) to improve visibility, timeliness, and compliance with standard work.

• Own recurring administrative programs end-to-end (plan, execute, follow up, close out) with minimal supervision, including inventory/supplies and Cintas FRC coordination
• Serve as the area Cintas FRC Coordinator and primary contact for PMD by:
  • Performing and documenting routine cycle counts/audits
  • Reconciling variances, researching discrepancies and escalating recurring issues
  • Maintaining accurate FRC inventory records/trackers (approved tool/system)
• Manage inventory and supply controls for multiple buildings by:
  • Confirming critical needs with stakeholders and maintaining appropriate par levels
  • Executing replenishment per standard work and maintaining a replenishment log (item, count, order date)
  • Communicating backorders/substitutions and reporting patterns (stockouts, missing items, abnormal usage)
  • Keeping supply areas organized, labeled, secured as required, and stocked to par
• Provide engineering administrative support for relief device documentation and data completeness within the PHA/SDLE process (Process Hazard Analysis / Safe Discharge Location Evaluation)
• Prepare and distribute correspondence, reports and presentations; summarize data for stakeholders
• Develop and maintain routine metrics/reporting deliverables (charts, graphs, measures)
• Maintain department communications, including bulletin boards and digital signage
• Maintain tracking and documentation for boot and safety eyewear vouchers/requests
• Coordinate meetings and logistics; track action items and follow-ups (including B-135 conference room reservations/organization as needed)
• Complete monthly emergency communications telephone checks
• Provide purchasing support using Purchasing Card and approved ordering channels (e.g., Staples, Stores ordering in SAP), including memberships/licenses for PMD personnel
• Maintain a current inventory of PMD computers, printers and related office equipment (location, asset/serial number, primary user/area) and coordinate IT support as needed by submitting tickets, tracking status to closure and communicating updates to stakeholders
• Develop, maintain and update area SharePoint sites (lists/libraries/pages and document control as applicable)
• Create/maintain workflow automations using Power Automate/workflows (notifications, approvals, reminders, status tracking)
• Scan and link and maintain engineering equipment and project documentation/data in multiple systems
• Provide United Way Campaign support
• Maintain confidentiality for privileged information; perform other duties as assigned

• High school diploma or GED required
• At least 2 years of administrative experience required
• Must have SharePoint experience and be able to use Power Automate/workflows
• Highly proficient with Microsoft products:
  Word, Excel, PowerPoint, Outlook, SharePoint, Power BI, and Microsoft Planner (or approved task tracker)
• Detail-oriented with strong proofreading and quality-control habits (accurate trackers, complete records, on-time submissions)
• Excellent oral, written, listening and networking communication skills
• Strong follow-through and follow-up skills; able to close the loop without repeated reminders
• Demonstrated initiative, proactive planning and effective time management
• Able to prioritize work, handle multiple assignments simultaneously and meet deadlines
• Proactive in scheduling, anticipating questions and providing information
• Patient and pleasant with others; service-oriented
• Have an innovative mindset to improve efficiency…