Facilities Coordinator

Job Description

Job Description

Job Title: Maintenance Administrative Assistant

Job Description

We are seeking a detail-oriented and highly organized Maintenance Administrative Assistant to support our maintenance and operations teams. In this role, you will manage callouts and timekeeping for union hourly workers, coordinate onboarding and training activities, oversee office and operator supplies, maintain accurate maintenance records, and provide comprehensive administrative support that keeps departmental workflows running smoothly.

Responsibilities

• Manage callouts for maintenance staff and communicate promptly and clearly with mechanics, electricians, and other team members.
• Alert supervisors and superintendents when mechanics or electricians receive occurrences, prepare discipline forms, and collect completed discipline copies from supervisors.
• Maintain accurate employee attendance and timekeeping records in Kronos, including tracking emergency vacations, doctor’s notes, sick days, and filing any related documentation.
• Administer overtime shifts, vacations, set-up codes, shift swaps, and job codes to ensure accurate scheduling and timekeeping.
• Verify gate punches and missed punches, and process timecard sign-offs on a biweekly basis (every other Monday).
• Oversee office supplies and non-warehouse operator supplies, ensuring availability, restocking, and timely ordering as needed.
• File and organize maintenance records according to document control standards to ensure easy retrieval, compliance, and accurate historical tracking.
• Build maintenance capital folders in the content server and initiate associated workflows to support maintenance projects and capital work.
• Coordinate meetings for hourly personnel, including safety meetings, MSHA annual training, engagement surveys, and other miscellaneous sessions.
• Provide day-to-day administrative support to the maintenance department and collaborate with other departments to streamline workflow processes.
• Answer calls and emails from operators, addressing questions, concerns, and complaints in a professional and timely manner.
• Coordinate onboarding activities for new hires, including training plans, progress checks, panel reviews, and testing requirements.
• Organize and manage cross-training initiatives by developing training plans, scheduling around overtime needs, updating training records, maintaining training plan and seniority lists, and arranging panel reviews and testing.
• Print, compile, and distribute training books and current materials to trainees and operators to ensure they have up-to-date information.
• Facilitate the department’s weekly staff meetings, including scheduling, preparing materials, and tracking follow-up actions.
• Work with the team to track Management of Change (MOC) items, hurricane preparation activities, housekeeping tasks, and related departmental initiatives.
• Collaborate effectively with union representatives and unionized hourly staff to support fair and consistent administrative processes.
• Contribute to continuous improvement of administrative procedures and documentation to enhance efficiency and accuracy.

Essential Skills

• High school diploma or GED required.
• At least 1 year of maintenance administrative experience, preferably supporting unionized hourly workers.
• Proven experience in administrative roles, ideally within a maintenance or industrial environment.
• Hands-on experience with time and attendance systems, specifically Kronos.
• Proficiency with Microsoft Office Suite, including Excel, Word, and PowerPoint.
• Strong organizational skills with the ability to manage multiple tasks, records, and deadlines simultaneously.
• Clear and professional communication skills, both verbal and written, for interacting with supervisors, union staff, and operators.
• Ability to maintain accurate filing systems and document control standards for maintenance records.
• Capability to manage office and operator supplies, including ordering, tracking, and restocking.
• Ability to work collaboratively with union representatives, maintenance staff, and cross-functional teams.
• Customer-service-oriented mindset and ability to multitask in a fast-paced environment.

Additional Skills & Qualifications

• Experience working in a unionized environment and supporting union hourly personnel.
• Familiarity with Kronos or similar timekeeping and attendance platforms beyond basic usage.
• Experience coordinating onboarding, training plans, panel reviews, and testing for operational or maintenance roles.
• Experience in organizing safety meetings, MSHA annual training, and employee engagement activities.
• Comfort working with workflow tools and content server systems for building capital project folders and initiating approvals.
• Attention to detail and accuracy in handling discipline forms, attendance records, and timecard approvals.
• Ability to prioritize tasks and adapt to changing departmental needs, including overtime scheduling and emergency events.
• Strong problem-solving skills for resolving timekeeping discrepancies, scheduling conflicts, and operator inquiries.

Work Environment

This position is based at the New Wales Plant and follows a Monday through Friday schedule from 8:00 a.m. to 5:00 p.m. The role is structured as a one-year assignment, offering the opportunity to gain valuable experience in a unionized industrial environment. You will work closely with maintenance, operations, and other support teams in a professional office setting within the plant, utilizing tools such as Kronos, Microsoft Office, and a content server for document and workflow management. The environment is collaborative and fast-paced, with regular interaction with union hourly employees, supervisors, and department leaders, as well as participation in weekly staff meetings, safety-related activities, and training sessions.

This is a Contract position based out of Mulberry, FL.

The pay range for this position is $25.52 - $25.52/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: • Medical, dental & vision • Critical Illness, Accident, and Hospital • 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available • Life Insurance (Voluntary Life & AD&D for the employee and dependents) • Short and long-term disability • Health Spending Account (HSA) • Transportation benefits • Employee Assistance Program • Time Off/Leave (PTO, Vacation or Sick Leave)

This is a fully onsite position in Mulberry,FL.

This position is anticipated to close on Aug 9, 2026.

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email View email address on ziprecruiter.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.