Administrative Assistant - Time Keeping focus

Kelvion•Sperry, OK

124d•Onsite

About The Position

The Maintenance Administrative Assistant compiles and records maintenance data through the maintenance CMMS and related systems. The role supports maintenance operations by managing CMMS information and workflows, preparing and distributing work orders, maintaining records, and overseeing critical spare-parts inventory. It also provides administrative support to the manager, including coordinating schedules and meetings, managing correspondence, and preparing reports. The position includes timekeeping responsibilities for up to 500 employees and requires on-site attendance and the ability to work overtime.

Requirements

Personal computer skills, including the ability to navigate a CMMS, use email, maintain records, perform routine database activities, and use word-processing, spreadsheet, and graphics software.
Ability to read, analyze, and interpret general business periodicals.
Ability to write reports, business correspondence, and procedure manuals, and to present information and respond to questions from managers and supervisors.
Ability to add, subtract, multiply, and divide whole numbers and fractions.
Ability to solve practical problems and handle situations with limited standardization.
Ability to interpret written, oral, diagrammatic, or schedule-based instructions.
HR, scheduling, and timekeeping experience within a large manufacturing facility.
One-year certificate from a college or technical school, or six months of related experience and/or training.

Nice To Haves

High school diploma or equivalent (preferred).

Responsibilities

Compile and record maintenance data from daily labor reports, work order requests, preventive maintenance work orders, and other documents.
Manage the CMMS, including creating assets, managing workflows, dispatching, and preventive maintenance management.
Collaborate with OEMs and maintenance technicians to develop value-added preventive maintenance tasks and enter them into the system for automatic generation.
Work with calendar-based preventive maintenance, meter readings, and vibration analysis.
Maintain files of documents used and prepared, and organize records, correspondence, and filing systems.
Prepare and distribute work orders according to priorities and maintenance department guidelines.
Manage inventory of critical maintenance spare parts and maintain inventory accuracy according to departmental metrics.
Answer and screen the manager's telephone calls and arrange conference calls as needed.
Coordinate the manager's schedule and make appointments when necessary.
Conduct research and compile and type statistical reports.
Coordinate and arrange meetings, prepare agendas, and reserve and prepare facilities as needed.
Copy correspondence and other printed materials.
Order and maintain supplies and arrange equipment maintenance.
Document rework and relay information to the appropriate department.
Verify actual hours against estimated hours from the M2M system.
Perform timekeeping for up to 500 employees.
Attend work regularly and punctually, work on-site, and work overtime.
Work cooperatively with others and interact respectfully with the public, customers, vendors, employees, managers, and executive management.
Perform multiple tasks concurrently in a fast-paced environment and interchange duties with others in the department.
Perform other duties as assigned.