Maintenance Administrative Assistant

Avon Protection•Cleveland, OH

18h•$22 - $31•Onsite

About The Position

The Maintenance Administrative Assistant provides critical administrative, data management, and inventory tracking support to the Maintenance function. This role is responsible for maintaining accurate maintenance records, work orders, preventative maintenance documentation, and maintenance parts and supplies inventory data to ensure operational continuity and compliance. The position enables maintenance leadership to focus on execution and continuous improvement by ensuring data integrity, visibility, and timely reporting across maintenance and inventory systems.

Requirements

High school diploma or GED required
1–3 years of administrative, data entry, or clerical experience, preferably in a manufacturing or maintenance environment
Strong data entry accuracy and attention to detail
Proficiency in Microsoft Office (Excel, Word, Outlook)
Ability to manage multiple priorities in a fast-paced environment
High level of organization and data integrity
Strong written and verbal communication skills
Ability to work independently while supporting cross-functional teams
Discretion when handling sensitive or confidential information
Continuous improvement mindset with a customer-service orientation
Must be legally authorized to work in country of employment without a sponsorship for employment visa status (e.e. H1B status).

Nice To Haves

Experience with CMMS or ERP systems (e.g., IFS, SAP, Maximo, or similar)
Familiarity with maintenance terminology, preventative maintenance concepts, or manufacturing operations
Prior experience supporting audits or compliance documentation

Responsibilities

Provide administrative support to the Maintenance department, including scheduling, document preparation, and correspondence
Serve as a central point of contact for maintenance documentation, records, and data requests
Coordinate maintenance-related meetings, training documentation, and communications as needed
Support purchase requisitions, invoice tracking, and basic vendor documentation in alignment with company processes
Accurately enter, update, and maintain maintenance data within CMMS, ERP, or internal tracking systems
Create, update, and close work orders as directed by maintenance leadership
Maintain preventative maintenance (PM) schedules, logs, and completion records
Ensure all maintenance documentation is properly filed, controlled, and audit-ready
Generate routine and ad hoc maintenance reports (e.g., PM compliance, downtime, work order status)
Support compliance requirements related to safety, quality, ISO, and regulatory standards
Assist with internal and external audits by organizing and providing required maintenance documentation
Identify opportunities to improve administrative efficiency, data accuracy, and reporting processes
Collaborate with Maintenance, Operations, Quality, and Supply Chain teams to ensure data alignment
Support special projects, shutdown planning, and equipment ramp activities as assigned