Administrative Assistant Maintenance Department

Job Description Position Summary

The Administrative Assistant for the Maintenance Department provides administrative, clerical, and organizational support to ensure smooth day-to-day operations. This role supports maintenance supervisors, technicians, and management by coordinating work orders, maintaining records, managing communications, and assisting with scheduling, purchasing, and compliance documentation.

• Prepare, maintain, and update departmental documents, reports, and spreadsheets.
• Handle incoming calls, emails, and internal requests related to maintenance activities.
• Maintain organized filing systems - digital and physical for work orders, PM schedules, vendor information, and compliance documents.

• Enter, track, and close work orders in the Computerized Maintenance Management System (CMMS).
• Monitor preventive maintenance schedules and notify supervisors of upcoming tasks.
• Generate weekly and monthly performance reports (e.g., work order backlog, downtime, PM completion rates).

• Schedule maintenance activities, PM tasks, equipment shutdowns, and contractor visits.
• Coordinate meetings, calendar appointments, and department communications.
• Assist with organizing training, safety meetings, and certifications for maintenance staff.
• Assist department in managing Time & Attendance of team members

• Initiate purchase requests, track orders, and maintain documentation.
• Work with vendors to obtain quotes, pricing, and delivery timelines.
• Support inventory control by monitoring stock levels and verifying incoming materials.

• Maintain safety documentation, SDS files, and compliance checklists.
• Assist in preparing audits, regulatory documentation, and inspection reports.
• Track required certifications and training for team members.

• Assist supervisors and the Maintenance Manager with administrative tasks and project support.
• Help maintain communication between maintenance, operations, and other departments.
• Support continuous improvement initiatives and department workflows.

The physical demands described here are representative of those that must be met by a team member to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job the employee is regularly required to sit, use hands to finger, handle, or feel and talk or hear.

The employee is occasionally required to stand, walk and reach with hands and arms. The employee must occasionally lift and/or more up to 25 pounds. Specific vision abilities required by this job include close vision.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The work environment is a plant/office setting with varying degrees of temperatures and noise levels. Exposure to manufacturing equipment movement and wet/slippery floors. However, the vast amount of work is conducted in a climate-controlled office. Travel may be required.

• High school diploma or equivalent (associate degree preferred).
• 2+ years of administrative experience; maintenance or manufacturing environment experience preferred.

• Strong organizational and multitasking abilities.
• Proficiency with Microsoft Office (Excel, Word, Outlook).
• Experience with CMMS systems (e.g., Somax, SAP, MP2, Fiix, eMaint) preferred.
• Excellent written and verbal communication skills.
• Ability to work independently and within a team.
• Basic understanding of maintenance terminology, equipment types, and processes (preferred).

The salary range for this role is $23 - $27 (Hourly). Actual salaries will vary based on several factors, including but not limited to external market data, internal equity, location, and candidate skill set and experience. Base pay is just one component of Jack Links Total Rewards…