Facilities Administrative Assistant

Aston Carter•Mulberry, FL

5d•$26 - $26•Onsite

About The Position

The Facilities Administrative Assistant provides critical administrative support to the maintenance department by managing callouts and timekeeping for union hourly employees, maintaining accurate records, coordinating training and onboarding activities, and ensuring smooth day-to-day operations. This role supports both maintenance and operational teams through effective communication, organized documentation, and proactive coordination of schedules, meetings, and workflow processes.

Requirements

High school diploma or GED.
At least 1 year of maintenance administrative experience or production/operational support experience.
Experience with onboarding and setting up training for new employees, including coordinating training plans and related activities.
Experience with time and attendance systems such as Kronos or similar platforms.
Proficiency with Microsoft Office Suite, including Excel, Word, and PowerPoint.
Proven experience in administrative roles, preferably supporting maintenance or working in a unionized environment.
Strong organizational skills with the ability to maintain accurate records and structured filing systems.
Strong verbal and written communication skills for interacting with maintenance staff, operators, supervisors, and other departments.
Familiarity with timekeeping systems and processes, including tracking attendance, absences, and schedule changes.
Ability to manage office supplies and maintain an orderly, well-stocked office environment.
Ability to work collaboratively with union representatives and unionized hourly staff.
Customer-service-oriented mindset with the ability to handle questions and complaints professionally.
Ability to multitask effectively and manage multiple priorities in a fast-paced environment.
Experience using Kronos Workforce Timekeeper or similar timekeeping tools.
Clerical support skills, including data entry, document preparation, and record maintenance.
Experience supporting operations teams, including training materials management and operational support tasks.

Nice To Haves

Experience in a unionized maintenance or industrial environment.
Familiarity with MSHA-related training coordination and documentation.
Experience coordinating engagement surveys and other employee-related meetings or programs.
Comfort working with content server or document management systems to build and manage capital project folders.
Ability to support Management of Change (MOC), hurricane preparation, and housekeeping tracking activities.
Strong attention to detail and accuracy in all administrative and timekeeping tasks.
Ability to maintain confidentiality when handling employee records, discipline documentation, and attendance information.
Demonstrated reliability and consistency in meeting deadlines and recurring administrative cycles, such as biweekly timecard sign-offs.
Interest in gaining experience in a union environment through a year-long contract opportunity.

Responsibilities

Manage callouts for maintenance staff and communicate promptly and clearly with mechanics, electricians, and other maintenance personnel.
Notify supervisors and superintendents when mechanics or electricians incur occurrences and prepare discipline forms to be issued in accordance with established procedures.
Collect and track discipline documentation from supervisors once issued, maintaining accurate and confidential records.
Maintain accurate records of employee attendance and timekeeping in Kronos or similar time and attendance systems.
Track emergency vacations, doctor’s notes, sick days, and related absences in Kronos, including filing and organizing any supporting documentation.
Oversee office supplies for the maintenance and operations teams, ensuring availability, monitoring inventory, and coordinating restocking as needed.
File and organize maintenance records in accordance with document control standards to ensure easy retrieval and reference.
Coordinate meetings for hourly personnel, including safety meetings, MSHA annual training sessions, engagement surveys, and other departmental meetings.
Provide comprehensive administrative support to the maintenance department, including data entry, document preparation, and record management.
Collaborate with other departments to streamline workflow processes and support cross-functional coordination.
Build maintenance capital folders in the content server and initiate related workflows to support capital projects and documentation.
Administer and input overtime shifts, vacations, setup codes, shift swaps, and job codes accurately into relevant systems.
Answer calls and emails from operators, addressing questions and complaints professionally and routing issues to appropriate contacts when necessary.
Coordinate onboarding activities for new employees, including training plans, progress checks, panel reviews, and testing schedules.
Coordinate training plans for cross-training, including scheduling around overtime needs, updating training records, and maintaining current training plans and seniority lists.
Print, compile, and distribute training books and current training materials to trainees and operators.
Order supplies for operators, including non-warehouse items, and ensure office supplies are maintained to support daily operations.
Verify gate punches, missed punches, and timecard sign-offs on a recurring basis (every other Monday) to ensure accurate payroll and attendance records.
Facilitate the department’s weekly staff meeting, including scheduling, preparing materials, and capturing or distributing follow-up items as needed.
Work with the team to track Management of Change (MOC) activities, hurricane preparation tasks, housekeeping initiatives, and other departmental programs.
Support a positive and efficient work environment by maintaining organized files, clear communication, and consistent follow-through on administrative tasks.