Maintenance Administrative Assistant

Koch•Toledo, OR

2d•Onsite

About The Position

Georgia-Pacific is seeking a Maintenance Administrative Assistant to support the Maintenance team at our Toledo, Oregon facility. This position plays an important role in keeping department information, purchasing activities, vendor services, records, meetings, and follow-up actions organized and moving forward. The successful candidate will be organized, detail-oriented, responsive, and comfortable coordinating across multiple priorities. This role provides an opportunity to create value by improving administrative processes, maintaining reliable information, and helping Maintenance leaders, supervisors, planners, buyers, vendors, contractors, and other departments work together effectively.

Requirements

Experience providing administrative, office, purchasing, accounting, scheduling, or operational support.
Experience using Microsoft Outlook, Word, Excel, and Teams.
Experience maintaining records, reports, spreadsheets, or electronic tracking systems.
Experience coordinating multiple priorities and communicating with internal and external customers.
Ability to handle business information professionally and maintain accuracy with limited supervision.

Nice To Haves

Administrative experience in a manufacturing, industrial, maintenance, or construction environment.
Experience creating purchase orders, processing invoices, or resolving billing discrepancies.
Experience with Passport, Asset Suite, SAP, or another purchasing or maintenance-management system.
Experience supporting vendors, contractors, fleet programs, DOT records, or compliance documentation.
Experience using SharePoint and developing effective trackers, reports, and document-control systems.

Responsibilities

Serve as a central point of contact for Maintenance department information, requests, and follow-up.
Maintain accurate spreadsheets, reports, trackers, checklists, logs, and departmental records.
Use Passport to create purchase orders, process invoice payments, maintain accurate purchase-order information, support system cleanup, and follow up on work orders.
Prepare and distribute recurring department reports.
Coordinate meetings, schedules, agendas, materials, minutes, and action-item follow-up.
Communicate with vendors regarding service requests, scheduling changes, invoices, and service-related issues.
Adjust vendor services to support changing mill needs, including adding, reducing, or rescheduling services.
Coordinate records and vendor scheduling for the facility’s Integrated Pest Management program, including documentation, reported activity, and corrective-action follow-up.
Coordinate vehicle purchases and maintain fleet records, including registrations, inspections, insurance documentation, fuel, mileage, and compliance information.
Maintain required DOT documentation, including driver information, physicals, vehicle requirements, and drug and alcohol program records.
Organize and maintain department resources in SharePoint, Teams, and other business systems.
Identify and implement opportunities to improve department organization, tracking, communication, administrative processes, and follow-through.