About this role
The Senior Maintenance Administrator provides advanced administrative and operational support to the maintenance department to ensure efficient maintenance activities, accurate recordkeeping, and effective coordination of maintenance resources. This position supports work order management, maintenance scheduling, parts and inventory coordination, reporting, and compliance with established procedures. The role also assists with process improvements and serves as a resource for maintenance personnel, leadership, and cross-functional departments.
- Adhere to and promote all local and company safety policies, procedures, objectives and standards
- Monitor work order status and follow up with maintenance personnel to support timely completion
- Maintain accurate records related to equipment history, maintenance activities, parts usage, and departmental expenses
- Identify opportunities to improve administrative processes, recordkeeping and maintenance workflow efficiency
- Support MRO (Maintenance, Repair, and Operations) inventory management, including parts tracking, purchasing request and inventory documentation
- Coordinate communication between maintenance, production, purchasing, and other departments
- Provide guidance and support to other administrative personnel, as needed
- Create, update and maintain Job Safety Analysis (JSA) documentation and indexes for maintenance labor categories
- Maintain facility Safety Data Sheet (SDS/MSDS) documentation and coordinate updates for new chemicals
- Coordinate vendor warranty claims, repair orders, replacement equipment, and shipping, including verification of warranty information, preparation of purchase and shipping documentation, and coordination with vendors and internal departments
- Process departmental purchasing requirements through SAP, including converting purchase requests to purchase orders, obtaining and negotiating vendor quotes
- Coordinate new-hire onboarding for maintenance employees, including preparation of evaluation documentation,
- Manage daily overtime reporting and maintain accurate overtime call-in/force list in accordance with applicable Collective Bargaining Agreement (CBA) requirements.
- Provide comprehensive administrative and operational support to Maintenance Management, Supervisors, Engineering, HR, and departmental leadership in a manufacturing environment.
- Administer weekly payroll activities, including reconciliation of employee timecards, overtime, vacation, personal time, absences, corrections, and attendance exceptions.
- High school diploma or GED required; associate degree or relevant technical training preferred
- 5 or more years of administrative experience in maintenance, manufacturing, facilities, or a related environment preferred.
- Experience with computerized maintenance management systems (CMMS), enterprise resource planning (ERP) systems, (SAP) or similar software
- Experience with SAP, payroll/HRI systems
- Strong organizational and time-management skills
- Strong attention to detail and data accuracy
- Ability to analyze data, identify trends, and prepare management reports
- Strong excel skills, including spreadsheets, formulas, and data analysis
- Ability to manage multiple priorities and deadlines independently
- Strong written and verbal communication skills
- Ability to work effectively with employees, supervisors, managers, and cross-functional team.
- Ability to exercise sound judgement and independently resolve routine issues