Administrative Assistant – Maintenance Department

Jack Link's Protein Snacks•Perry, GA

13d•Hybrid

About The Position

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.

Requirements

High school diploma or equivalent (associate degree preferred).
2+ years of administrative experience; maintenance or manufacturing environment experience preferred.
Proficiency with Microsoft Office (Excel, Word, Outlook).
Excellent written and verbal communication skills.
Ability to work independently and within a team.

Nice To Haves

Experience with CMMS systems (e.g., Somax, SAP, MP2, Fiix, eMaint) preferred.
Basic understanding of maintenance terminology, equipment types, and processes (preferred).

Responsibilities

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.