Maintenance Administrative Assistant-Contractor

INEOS Pigments•Ashtabula, OH

1d•Onsite

About The Position

The Maintenance Administrative Assistant provides essential clerical, data, and coordination support to the Maintenance Department, including SAP transaction processing, document management, purchasing assistance, payroll backup support, and monthly scorecard reporting. Through accurate data handling and efficient administrative processes, the role helps maintain workflow continuity and supports safe, timely, and well-organized maintenance operations.

Requirements

High School Diploma or equivalent required.
Minimum of three years’ administrative experience, preferably supporting maintenance, engineering or operational departments.
Strong working knowledge of CMMS systems (SAP preferred), with proven experience entering, validating, and managing maintenance-related data.
Proficient with Microsoft Office and comfortable learning new software systems.
Strong data entry and data validation skills.
Ability to manage technical documentation (manuals, schematics, certifications).
Basic understanding of maintenance terminology, equipment types, and work order flows.
Strong reporting skills, including compiling maintenance KPIs.
Ability to use office productivity tools and learn new software quickly.
Excellent communication and customer service capability.
Strong organizational, planning, and prioritization skills.
Effective problem-solving and analytical ability.
Ability to work collaboratively with maintenance, operations, and other departments, as well as external vendors.

Nice To Haves

Administrative office certification a plus.

Responsibilities

Enter, update, and validate maintenance-related data in the CMMS (SAP) system, ensuring accuracy for equipment history, preventive maintenance activities, and part usage.
Manage and archive vendor documentation such as equipment manuals, technical schematics, tooling specifications, and equipment certifications to support audits and maintenance readiness.
Confirm and Support monitoring of work order backlogs by identifying missing data, incomplete documentation.
Ensure documentation meets internal quality standards and external regulatory requirements.
Issue purchase requisitions and goods receipts as needed.
Serve as backup to the Maintenance Clerk completing payroll and overtime callouts for Maintenance and Operations bargaining unit workforce.
Compile data for monthly Maintenance & Reliability scorecard.
Create purchase requisitions, receipt goods and track monthly accruals.
All other duties as assigned.