Administrative Assistant - Plant Maintenance Department

Eastman•Longview, TX

1d•Onsite

About The Position

In this role, you’ll provide administrative and program coordination support for assigned plant areas, partnering with internal customers and vendors to ensure recurring work is planned, tracked and completed on time. This role serves as the area Cintas FRC Coordinator for Plant Maintenance Department (PMD) and owns inventory/supply controls, while also supporting engineering documentation processes, meeting coordination, purchasing activities and routine communications. The administrative assistant maintains accurate records, metrics, and SharePoint content, and leverages Microsoft 365 tools (including SharePoint and Power Automate) to improve visibility, timeliness, and compliance with standard work.

Requirements

High school diploma or GED required
At least 2 years of administrative experience required
Must have SharePoint experience and be able to use Power Automate/workflows
Highly proficient with Microsoft products: Word, Excel, PowerPoint, Outlook, SharePoint, Power BI, and Microsoft Planner (or approved task tracker)
Detail-oriented with strong proofreading and quality-control habits (accurate trackers, complete records, on-time submissions)
Excellent oral, written, listening and networking communication skills
Strong follow-through and follow-up skills; able to close the loop without repeated reminders
Demonstrated initiative, proactive planning and effective time management
Able to prioritize work, handle multiple assignments simultaneously and meet deadlines
Proactive in scheduling, anticipating questions and providing information
Patient and pleasant with others; service-oriented
Have an innovative mindset to improve efficiency and effectiveness

Nice To Haves

Experience supporting a plant/manufacturing environment or multi-stakeholder operations setting
Experience creating/maintaining standard work, checklists and process documentation
Knowledge of Adobe products and SAP/SEIGA/ASSETVIEW
Familiarity with inventory controls, replenishment systems and supply room organization standards
Experience building dashboards or automated reminders using SharePoint + Power Automate and/or Power BI

Responsibilities

Own recurring administrative programs end-to-end (plan, execute, follow up, close out) with minimal supervision, including inventory/supplies and Cintas FRC coordination
Serve as the area Cintas FRC Coordinator and primary contact for PMD by performing and documenting routine cycle counts/audits, reconciling variances, researching discrepancies and escalating recurring issues, and maintaining accurate FRC inventory records/trackers (approved tool/system)
Manage inventory and supply controls for multiple buildings by confirming critical needs with stakeholders and maintaining appropriate par levels, executing replenishment per standard work and maintaining a replenishment log, communicating backorders/substitutions and reporting patterns, and keeping supply areas organized, labeled, secured as required, and stocked to par
Provide engineering administrative support for relief device documentation and data completeness within the PHA/SDLE process
Prepare and distribute correspondence, reports and presentations; summarize data for stakeholders
Develop and maintain routine metrics/reporting deliverables (charts, graphs, measures)
Maintain department communications, including bulletin boards and digital signage
Maintain tracking and documentation for boot and safety eyewear vouchers/requests
Coordinate meetings and logistics; track action items and follow-ups (including B-135 conference room reservations/organization as needed)
Complete monthly emergency communications telephone checks
Provide purchasing support using Purchasing Card and approved ordering channels, including memberships/licenses for PMD personnel
Maintain a current inventory of PMD computers, printers and related office equipment and coordinate IT support as needed
Develop, maintain and update area SharePoint sites (lists/libraries/pages and document control as applicable)
Create/maintain workflow automations using Power Automate/workflows (notifications, approvals, reminders, status tracking)
Scan and link and maintain engineering equipment and project documentation/data in multiple systems
Provide United Way Campaign support
Maintain confidentiality for privileged information; perform other duties as assigned