Maintenance Administrative Assistant

Administrative Assistant About the Opportunity We are seeking a highly organized and detail-oriented Maintenance Administrative Assistant to join a dynamic maintenance team within a fast-paced industrial environment. This position plays a critical role in supporting daily maintenance operations, workforce scheduling, timekeeping, training coordination, and administrative processes for a unionized workforce.

The ideal candidate thrives in a collaborative environment, enjoys managing multiple priorities, and takes pride in ensuring operational excellence through accurate recordkeeping, strong communication, and proactive support. This is an excellent opportunity for an administrative professional looking to expand their experience in maintenance operations, workforce management, and industrial administration.

Key Responsibilities As a Maintenance Administrative Assistant, you will: Serve as a primary point of contact for maintenance employee callouts, communicating promptly with mechanics, electricians, supervisors, and other team members. Maintain accurate attendance, scheduling, and timekeeping records utilizing Kronos Workforce Timekeeper . Track and process employee attendance items, including sick leave, emergency vacation requests, physician notes, shift changes, overtime assignments, and job code updates.

Support union payroll processes by ensuring accurate and timely time and attendance reporting. Monitor employee attendance occurrences and assist supervisors with documentation and disciplinary tracking as needed. Maintain organized personnel, maintenance, and training records in accordance with company document control standards. Coordinate onboarding activities for new hires, including training schedules, progress tracking, testing, and panel reviews.

Support workforce development initiatives by coordinating cross-training programs, maintaining training records, and updating seniority lists. Schedule and coordinate department meetings, safety initiatives, MSHA training sessions, employee engagement activities, and other workforce-related events. Create and maintain maintenance capital project folders within the document management system and initiate workflow approvals.

Verify gate punches, missed punches, and recurring timecard approvals to ensure payroll accuracy. Manage office and operational supply inventories, ensuring materials are readily available to support daily operations. Facilitate weekly department meetings by preparing materials, tracking action items, and supporting follow-up efforts. Collaborate across departments to improve communication, streamline administrative processes, and support overall operational efficiency.

Assist the maintenance team with initiatives related to Management of Change (MOC), emergency preparedness efforts, housekeeping projects, and other departmental priorities. Respond professionally to employee questions and concerns while delivering exceptional customer servic Required Qualifications High School Diploma or GED required. Minimum of 1 year of administrative experience , preferably within a maintenance, manufacturing, industrial, or operations environment.

Experience using Kronos Workforce Timekeeper or similar timekeeping and attendance systems. Proficiency with Microsoft Office Suite, including Excel, Word, and PowerPoint. Strong organizational and multitasking abilities with exceptional attention to detail. Excellent verbal and written communication skills. Experience managing confidential employee records and documentation. Ability to work effectively in a fast-paced environment while balancing multiple priorities.

Understanding of timekeeping, attendance practices, and payroll support processes. Ability to build strong working relationships across all levels of the organization Preferred Qualifications Experience supporting maintenance, manufacturing, mining, industrial, or plant operations. Previous experience working within a unionized environment . Knowledge of docu