Facilities Administrative Assistant

Job Title: Facilities Administrative Assistant Job Description The Facilities Administrative Assistant provides critical administrative support to the maintenance department by managing callouts and timekeeping for union hourly employees, maintaining accurate records, coordinating training and onboarding activities, and ensuring smooth day-to-day operations. This role supports both maintenance and operational teams through effective communication, organized documentation, and proactive coordination of schedules, meetings, and workflow processes. Responsibilities Manage callouts for maintenance staff and communicate promptly and clearly with mechanics, electricians, and other maintenance personnel. Notify supervisors and superintendents when mechanics or electricians incur occurrences and prepare discipline forms to be issued in accordance with established procedures. Collect and track discipline documentation from supervisors once issued, maintaining accurate and confidential records. Maintain accurate records of employee attendance and timekeeping in Kronos or similar time and attendance systems. Track emergency vacations, doctor's notes, sick days, and related absences in Kronos, including filing and organizing any supporting documentation. Oversee office supplies for the maintenance and operations teams, ensuring availability, monitoring inventory, and coordinating restocking as needed. File and organize maintenance records in accordance with document control standards to ensure easy retrieval and reference. Coordinate meetings for hourly personnel, including safety meetings, MSHA annual training sessions, engagement surveys, and other departmental meetings. Provide comprehensive administrative support to the maintenance department, including data entry, document preparation, and record management. Collaborate with other departments to streamline workflow processes and support cross-functional coordination. Build maintenance capital folders in the content server and initiate related workflows to support capital projects and documentation. Administer and input overtime shifts, vacations, setup codes, shift swaps, and job codes accurately into relevant systems. Answer calls and emails from operators, addressing questions and complaints professionally and routing issues to appropriate contacts when necessary. Coordinate onboarding activities for new employees, including training plans, progress checks, panel reviews, and testing schedules. Coordinate training plans for cross-training, including scheduling around overtime needs, updating training records, and maintaining current training plans and seniority lists. Print, compile, and distribute training books and current training materials to trainees and operators. Order supplies for operators, including non-warehouse items, and ensure office supplies are maintained to support daily operations. Verify gate punches, missed punches, and timecard sign-offs on a recurring basis (every other Monday) to ensure accurate payroll and attendance records. Facilitate the department’s weekly staff meeting, including scheduling, preparing materials, and capturing or distributing follow-up items as needed. Work with the team to track Management of Change (MOC) activities, hurricane preparation tasks, housekeeping initiatives, and other departmental programs. Support a positive and efficient work environment by maintaining organized files, clear communication, and consistent follow-through on administrative tasks. Essential Skills High school diploma or GED. At least 1 year of maintenance administrative experience or production/operational support experience. Experience with onboarding and setting up training for new employees, including coordinating training plans and related activities. Experience with time and attendance systems such as Kronos or similar platforms. Proficiency with Microsoft Office Suite, including Excel, Word, and PowerPoint. Proven experience in administrative roles, preferably supporting maintenance or working in a unionized environment. Strong organizational skills with the ability to maintain accurate records and structured filing systems. Strong verbal and written communication skills for interacting with maintenance staff, operators, supervisors, and other departments. Familiarity with timekeeping systems and processes, including tracking attendance, absences, and schedule changes. Ability to manage office supplies and maintain an orderly, well-stocked office environment. Ability to work collaboratively with union representatives and unionized hourly staff. Customer-service-oriented mindset with the ability to handle questions and complaints professionally. Ability to multitask effectively and manage multiple priorities in a fast-paced environment. Experience using Kronos Workforce Timekeeper or similar timekeeping tools. Clerical support skills, including data entry, document preparation, and record maintenance. Experience supporting operations teams, including training materials management and operational support tasks. Additional Skills & Qualifications Experience in a unionized maintenance or industrial environment. Familiarity with MSHA-related training coordination and documentation. Experience coordinating engagement surveys and other employee-related meetings or programs. Comfort working with content server or document management systems to build and manage capital project folders. Ability to support Management of Change (MOC), hurricane preparation, and housekeeping tracking activities. Strong attention to detail and accuracy in all administrative and timekeeping tasks. Ability to maintain confidentiality when handling employee records, discipline documentation, and attendance information. Demonstrated reliability and consistency in meeting deadlines and recurring administrative cycles, such as biweekly timecard sign-offs. Interest in gaining experience in a union environment through a year-long contract opportunity. Work Environment This role is based at an industrial plant location and follows a Monday through Friday schedule, typically from 8:00 a.m. to 5:00 p.m. The position is structured as a one-year assignment, providing the opportunity to gain hands-on experience in a unionized environment supporting maintenance and operations. The Maintenance Administrative Assistant works closely with hourly union employees, supervisors, and cross-functional teams in a professional office setting within the plant. The role involves extensive use of computer systems, including Kronos or similar time and attendance platforms, Microsoft Office applications, and content server or document management tools. Regular coordination of meetings, training sessions, and staff activities is required, as well as handling phone and email communication with operators and maintenance personnel. The environment emphasizes safety, organization, and teamwork, with a focus on supporting continuous operations, compliance-related training, and preparation activities such as hurricane readiness and housekeeping initiatives. Job Type & Location This is a Contract position based out of Mulberry, FL. Pay And Benefits The pay range for this position is $25.52 - $25.52/hr. Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors. 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) Workplace Type This is a fully onsite position in Mulberry,FL. Application Deadline This position is anticipated to close on Oct 3, 2026. About Aston Carter 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 click.appcast.io 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. #J-18808-Ljbffr Aston Carter