Facilities Coordinator

Aston Carter•Mulberry, FL

8d•$26 - $26•Onsite

About The Position

We are seeking a detail-oriented and highly organized Maintenance Administrative Assistant to support our maintenance and operations teams. In this role, you will manage callouts and timekeeping for union hourly workers, coordinate onboarding and training activities, oversee office and operator supplies, maintain accurate maintenance records, and provide comprehensive administrative support that keeps departmental workflows running smoothly.

Requirements

High school diploma or GED required.
At least 1 year of maintenance administrative experience, preferably supporting unionized hourly workers.
Proven experience in administrative roles, ideally within a maintenance or industrial environment.
Hands-on experience with time and attendance systems, specifically Kronos.
Proficiency with Microsoft Office Suite, including Excel, Word, and PowerPoint.
Strong organizational skills with the ability to manage multiple tasks, records, and deadlines simultaneously.
Clear and professional communication skills, both verbal and written, for interacting with supervisors, union staff, and operators.
Ability to maintain accurate filing systems and document control standards for maintenance records.
Capability to manage office and operator supplies, including ordering, tracking, and restocking.
Ability to work collaboratively with union representatives, maintenance staff, and cross-functional teams.
Customer-service-oriented mindset and ability to multitask in a fast-paced environment.

Nice To Haves

Experience working in a unionized environment and supporting union hourly personnel.
Familiarity with Kronos or similar timekeeping and attendance platforms beyond basic usage.
Experience coordinating onboarding, training plans, panel reviews, and testing for operational or maintenance roles.
Experience in organizing safety meetings, MSHA annual training, and employee engagement activities.
Comfort working with workflow tools and content server systems for building capital project folders and initiating approvals.
Attention to detail and accuracy in handling discipline forms, attendance records, and timecard approvals.
Ability to prioritize tasks and adapt to changing departmental needs, including overtime scheduling and emergency events.
Strong problem-solving skills for resolving timekeeping discrepancies, scheduling conflicts, and operator inquiries.

Responsibilities

Manage callouts for maintenance staff and communicate promptly and clearly with mechanics, electricians, and other team members.
Alert supervisors and superintendents when mechanics or electricians receive occurrences, prepare discipline forms, and collect completed discipline copies from supervisors.
Maintain accurate employee attendance and timekeeping records in Kronos, including tracking emergency vacations, doctor’s notes, sick days, and filing any related documentation.
Administer overtime shifts, vacations, set-up codes, shift swaps, and job codes to ensure accurate scheduling and timekeeping.
Verify gate punches and missed punches, and process timecard sign-offs on a biweekly basis (every other Monday).
Oversee office supplies and non-warehouse operator supplies, ensuring availability, restocking, and timely ordering as needed.
File and organize maintenance records according to document control standards to ensure easy retrieval, compliance, and accurate historical tracking.
Build maintenance capital folders in the content server and initiate associated workflows to support maintenance projects and capital work.
Coordinate meetings for hourly personnel, including safety meetings, MSHA annual training, engagement surveys, and other miscellaneous sessions.
Provide day-to-day administrative support to the maintenance department and collaborate with other departments to streamline workflow processes.
Answer calls and emails from operators, addressing questions, concerns, and complaints in a professional and timely manner.
Coordinate onboarding activities for new hires, including training plans, progress checks, panel reviews, and testing requirements.
Organize and manage cross-training initiatives by developing training plans, scheduling around overtime needs, updating training records, maintaining training plan and seniority lists, and arranging panel reviews and testing.
Print, compile, and distribute training books and current materials to trainees and operators to ensure they have up-to-date information.
Facilitate the department’s weekly staff meetings, including scheduling, preparing materials, and tracking follow-up actions.
Work with the team to track Management of Change (MOC) items, hurricane preparation activities, housekeeping tasks, and related departmental initiatives.
Collaborate effectively with union representatives and unionized hourly staff to support fair and consistent administrative processes.
Contribute to continuous improvement of administrative procedures and documentation to enhance efficiency and accuracy.