Senior Maintenance Administrative Assistant

OVERVIEW 

The Senior Maintenance Administrative Assistant serves as the primary administrative support for the Maintenance Department. This role provides advanced administrative, clerical, and coordination support to ensure efficient daily operations, accurate maintenance records, and effective communication across departments. The position requires a high level of organization, professionalism, discretion, and the ability to support leadership initiatives within a manufacturing environment.

RESPONSIBILITIES 

• Manage administrative functions within the CMMS, ensuring accuracy of work orders, schedules, and maintenance records.
• Prepare maintenance reports, downtime summaries, KPI tracking, and dashboards for leadership review.
• Maintain accurate maintenance documentation and compliance records.
• Support internal and external audits by ensuring records are accurate, organized, and readily available.
• Lead administrative processes related to maintenance purchasing, parts inventory, and vendor coordination.
• Assist with ordering parts, preparing and managing purchase orders, tracking deliveries, and maintaining order documentation.
• Coordinate with approved vendors to resolve invoicing discrepancies and service-related issues.
• Support maintenance budget tracking and assist with budget controls.
• Manage vendor communication and service agreements as needed.
• Communicate maintenance updates, delays, and priorities across departments.
• Assist with training documentation and onboarding of new maintenance team members.
• Provide mentorship and guidance to junior administrative staff, as applicable.
• Handle sensitive and confidential information with discretion and professionalism.
• Maintain professional communication with all levels of the organization.
• Other duties as assigned.

QUALIFICATIONS 

Education 

• High school diploma or equivalent preferred 

Work Experience 

• 3–5+ years of administrative experience, preferably within maintenance, manufacturing, or industrial operations.
• Strong written, verbal, and interpersonal communication skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Excellent organizational and time-management skills.
• Proficiency in Microsoft Office (Excel, Word, Outlook).
• Strong attention to detail and accuracy.
• Proactive, problem-solving mindset.
• Experience with purchasing and vendor management preferred.
• Familiarity with maintenance terminology and CMMS systems preferred.

Skills and Knowledge 

• Proficient with PCs and common office software, including Microsoft Office, Excel, and Word.
• Demonstrated ability to maintain confidentiality and handle sensitive information with integrity.
• Ability to work under pressure and respond quickly and appropriately to requests and questions.
• Strong adaptability and ability to learn new processes efficiently.
• Excellent organizational skills and attention to detail.
• Strong verbal and written communication skills.
• Ability to understand and comply with GMP requirements and Food Safety guidelines.
• Ability to work effectively as a contributing team member.
• Ability to comprehend and comply with GMP rules and Food Safety guidelines.
• Ability to work as contributing member within the team.

BEHAVIORAL REQUIREMENTS

As part of a team-based work environment, must be able to demonstrate the following Job Competencies:

Job Competencies

• Team Orientation – Shows skill and ease at working in groups; works with others to achieve better results and forges close working relationships and alliances to get things done; is quick to cooperate versus expect others to bend to his/her wishes; supports joint ownership and shared recognition for results; recognizes advantages of group participation in planning and problem solving.
• Attention to Detail – Committed to exactness and precision in task completion; identifies, pays attention to, and works to understand details; thorough and consistent in following up at detail level; seeks to become expert in disciplines related to adopted career path to ensure quality and precision in work; takes pride in knowledge base and level of expertise.
• Takes Personal Responsibility in Individual Contributor Role – Demonstrates attitude and commitment to take personal responsibility for results, even when in team environment with no authority over others; will step up to fill gaps so results can be assured; avoids excuses as explanations or defending/justifying negative but preventable outcomes.
• Reliability/Dependability – Responds to internal customer needs, questions, and concerns in accurate and timely manner.  Follows through on commitments, assignments, and tasks; is at work when scheduled; takes timely breaks/lunches; uses work time wisely.
• Safety Awareness – Demonstrates use of safe and proper work methods and follows established safety procedures.  Reports and corrects working conditions that may increase risk factors for injury.
• Good Manufacturing Practices/Food Safety – Demonstrates Good Manufacturing Practices and proper Food Safety procedures when performing daily job functions.  Correctly wears required Personal Protective Equipment (PPE) in designated areas.   Recognizes areas for GMP and Food Safety procedure improvements and shares ideas with leadership.
• Respects Diversity – Respects the Company’s diverse workforce, and behaves in a manner that does not cause harm to others based on age, race, ethnicity, gender, sexual orientation or religious believes.

ENVIRONMENT/PHYSICAL DEMANDS  

• Office-based role within an active manufacturing facility.
• May require walking throughout the facility and occasional standing.
• May involve lifting or moving office or maintenance-related materials.

DISCLAIMER

The above statements are intended to describe the general nature and level of work being performed by employees assigned to this classification.   They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.  Reasonable accommodations may be made to enable persons with disabilities the ability to perform the essential responsibilities and results.