Administrative Assistant

Cf Fertilisers Uk Ltd•Woodward, OK

31d•Onsite

About The Position

You will report directly to the Maintenance Manager, on-site, and provide administrative support to the Maintenance Department and other operational areas as required.

Requirements

A college diploma in administration or equivalent, and/or 3 years minimum experience
CF Industries (Terra International Canada Inc.) is deemed a safety-sensitive manufacturing site. Applicants considered for hire must successfully pass our pre-employment screening process, which includes a Criminal Background check, pre-employment Drug and Alcohol testing, Drivers Abstract, Employment References, and Education verification.

Responsibilities

Create weekly work order packages, manage work order materials kitting, and work order closures:
Review the weekly schedule from the Planning Department.
Print work order packages for each discipline and pass to the Supervisor based on the weekly schedule.
Develop kitting lists for Stores based on the weekly schedule.
For work completed by embedded contractors - As work orders are completed, they will be returned to Admin for review. Admin will enter work order comments and hours and then close the work orders and notifications.
Follow up with the Maintenance Supervisor when additional details are required before the work orders can be closed.
Generate maintenance KPIs.
Forward any work orders that require additional planning to the Planning Supervisor with notes for review.
Enter/maintain requisitions and approve invoices:
Enter and update requisitions for all departments.
Approve and forward Coupa invoices as required.
Work with all departments to resolve invoicing and/or accrual requirements.
Review contractor time sheets:
Receive completed contractor time sheets.
If ‘time and materials', compare hours against Lenel scans for accuracy.
Verify time minimums, travel time, and overtime based on contract details provided by Procurement. Highlight discrepancies to the Maintenance Manager.
Forward approved timesheets to accounts payable for processing.
Maintain the Maintenance overtime list.
Manage the site training requirements to ensure nobody goes overdue on critical training courses.
Oversee and train Administrators who are brought in for data entry during Turnarounds.
Manage updates to the Maintenance SharePoint site.
Book and set up department meetings (safety meetings, Team Talks, etc.).
File and retain environmental instrument calibration data for MOE auditing.