Maintenance Administrative Assistant

The Maintenance Administrative Assistant plays a critical support role within the Maintenance Department. This position is responsible for inventory and asset management, purchasing tools, parts and supplies, reporting, data entry, and general administrative duties that contribute to efficient maintenance operations. 

Key Responsibilities: Inventory & Asset Management

Evaluate and improve current inventory processes for end-user effectiveness.

Automate and generate reorder reports using Asset Essentials.

Conduct regular audits to improve inventory accuracy.

Maintain accurate records of primary and secondary equipment assets.

Purchasing

Primary responsibility for purchasing inventory, equipment parts, and supplies.

Streamline purchasing by standardizing parts across vendors.

Manage communication with vendors: phone, email, and online ordering.

Resolve procurement issues to ensure timely deliveries and increase machine uptime.

Collaborate with maintenance technicians to identify and source parts as necessary.

Downtime & Reporting

Generate and analyze downtime reports using Asset Essentials and Overall Equipment Effectiveness metrics.

Track scheduled time versus downtime for performance improvement insights.

Administrative & Technician Support

Review and audit maintenance work orders for accuracy.

Schedule maintenance services as requested.

Create and assign work orders, particularly during machine downtime or partial functionality.

Provide clerical and logistical support to maintenance staff as needed. 

Qualifications:

Strong organizational and multitasking skills.

Proficiency with various software (e.g., Asset Essentials: Maintenance Management Software, Gmail, Microsoft Office and Excel).

Strong communication and vendor management skills.

Problem-solving mindset and attention to detail.

Preferred Skills:

Experience with automated inventory systems.

Familiarity with manufacturing or industrial maintenance environments.

Understanding of reporting metrics.

2+ years of administrative experience in a technical or maintenance setting