Administrative Assistant of Maintenance

Keolis America • Austin, TX

7d • Onsite

About The Position

Provide day‑to‑day clerical and administrative assistance to the Maintenance Department, including executive and manager calendars to schedule meetings. Maintain organized filing systems of executive and management records (digital and physical) Perform regular timecard audits for Maintenance Department – both management and frontline. Investigate errors and escalate discrepancies to Maintenance Management. Confirm manager and frontline employee timesheet accuracy bi-weekly and recommend corrections. Determine and post the awarded overtime results in accordance with established overtime provisions. Prepare confidential and routine correspondence. Support the upkeep of compliance documentation, safety records, and training schedules for maintenance management and frontline personnel. Partner with Payroll and the Leave of Absence Administrator to track PTO/vacation, medical leave, workers compensation, and sick time for management and frontline personnel. Handling office tasks, such as filing, updating, and maintaining tracking spreadsheets. Ability to organize their work by utilizing tools, such as MS Excel and office equipment. Maintains employee confidence by keeping union and non-union information confidential. Mailing, copying, scanning, binding, etc. Manage office inventory and working with vendors to ensure regular supply of office materials. Assist Managers with maintenance staff member concerns. Perform other administrative duties to support maintenance departmental efficiency as assigned.

Requirements

• Previous Administrative Assistant experience – union, transportation industry and/or maintenance department preferred.
• Experience supporting executives, managers, and frontline employees.
• Experience in data entry and reporting.
• Solid experience with Microsoft systems.
• High school diploma or G.E.D
• Experience in a fast-paced environment.
• Time management
• Microsoft Office Computer skills (Excel, Word, PowerPoint, Outlook, Teams, etc.)
• Filing
• Detail Oriented
• Excellent people skills
• Excellent communication, both verbal and written, skills.
• Must be able to communicate, both written and verbal, in English.
• Strong Interpersonal Skills
• Able to multitask.
• Self-starter.

Nice To Haves

• BS/BA business administration a plus

Responsibilities

• Provide day‑to‑day clerical and administrative assistance to the Maintenance Department, including executive and manager calendars to schedule meetings.
• Maintain organized filing systems of executive and management records (digital and physical)
• Perform regular timecard audits for Maintenance Department – both management and frontline.
• Investigate errors and escalate discrepancies to Maintenance Management.
• Confirm manager and frontline employee timesheet accuracy bi-weekly and recommend corrections.
• Determine and post the awarded overtime results in accordance with established overtime provisions.
• Prepare confidential and routine correspondence.
• Support the upkeep of compliance documentation, safety records, and training schedules for maintenance management and frontline personnel.
• Partner with Payroll and the Leave of Absence Administrator to track PTO/vacation, medical leave, workers compensation, and sick time for management and frontline personnel.
• Handling office tasks, such as filing, updating, and maintaining tracking spreadsheets.
• Ability to organize their work by utilizing tools, such as MS Excel and office equipment.
• Maintains employee confidence by keeping union and non-union information confidential.
• Mailing, copying, scanning, binding, etc.
• Manage office inventory and working with vendors to ensure regular supply of office materials.
• Assist Managers with maintenance staff member concerns.
• Perform other administrative duties to support maintenance departmental efficiency as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED