Maintenance Administrative Assistant

Job Description

Job Description

Job Title: Maintenance Administrative Assistant

Job Description

The Maintenance Administrative Assistant plays a key role in supporting the maintenance and operations teams by managing callouts and timekeeping for union hourly workers, coordinating onboarding and training activities, organizing maintenance records and office supplies, and providing comprehensive clerical and workflow support. This position ensures accurate documentation, efficient communication, and smooth coordination across maintenance and operations functions in a unionized environment.

Responsibilities

• Manage callouts for maintenance staff and communicate clearly and promptly with mechanics, electricians, and other personnel.
• Alert supervisors and superintendents when mechanics or electricians receive occurrences and prepare discipline forms to be issued.
• Collect and organize discipline documentation from supervisors once it has been issued.
• Maintain accurate employee attendance and timekeeping records in Kronos or similar time and attendance systems.
• Track emergency vacations, doctor’s notes, sick days, and related attendance events in Kronos, and file any supporting documentation such as doctor’s notes.
• Oversee office supplies by monitoring inventory, ensuring availability, and restocking as needed for both operators and office staff, including non-warehouse items.
• File and organize maintenance records in accordance with document control standards to ensure easy retrieval and reference.
• Build maintenance capital folders in the content server and initiate associated workflows.
• Provide administrative support to the maintenance department, including clerical support, document preparation, and record management.
• Collaborate with other departments to streamline workflow processes and improve operational efficiency.
• Coordinate meetings for hourly personnel, including safety meetings, MSHA annual training sessions, engagement surveys, and other miscellaneous gatherings.
• Administer and input overtime shifts, vacations, set-up codes, shift swaps, and job codes into the appropriate systems.
• Answer calls and emails from operators, addressing questions, concerns, and complaints in a professional and timely manner.
• Coordinate onboarding activities for new employees, including training plans, progress checks, panel reviews, and testing.
• Print, compile, and distribute training materials and books to trainees to support onboarding and cross-training initiatives.
• Coordinate cross-training plans, schedule training around overtime needs, and update training records, training plans, seniority lists, and related documentation.
• Verify gate punches and missed punches, and ensure timecard sign-offs every other Monday.
• Facilitate weekly department staff meetings by preparing materials, tracking action items, and supporting follow-up activities.
• Work with the team to track Management of Change (MOC) items, hurricane preparation activities, housekeeping tasks, and other departmental initiatives.
• Support operation teams with clerical and administrative tasks that enhance overall operational performance and efficiency.

Essential Skills

• High School diploma or GED required.
• At least 1 year of maintenance administrative experience or production/operational support experience.
• Experience with onboarding, setting up trainings, and similar processes for new employees.
• Hands-on experience with time and attendance systems such as Kronos or similar platforms.
• Proficiency in Microsoft Office Suite, including Excel, Word, and PowerPoint.
• Proven experience in administrative roles, preferably in a maintenance or unionized environment.
• Strong organizational skills with the ability to maintain accurate records and structured filing systems.
• Effective verbal and written communication skills for interacting with supervisors, superintendents, union representatives, and hourly staff.
• Familiarity with timekeeping processes and procedures for unionized hourly employees.
• Ability to manage office supplies, monitor inventory, and ensure timely restocking.
• Ability to work collaboratively with union representatives and staff while maintaining professionalism and confidentiality.
• Customer-service-oriented mindset with the ability to handle multiple tasks and priorities simultaneously.
• Experience with Kronos Workforce Timekeeper or similar workforce management tools.

Additional Skills & Qualifications

• Clerical support experience in maintenance, operations, or industrial environments.
• Experience in time tracking and attendance administration for hourly union employees.
• Experience supporting onboarding, training plans, and cross-training initiatives.
• Ability to prepare and distribute training materials, books, and documentation for trainees.
• Experience coordinating meetings such as safety sessions, annual training, and engagement surveys.
• Comfort working with document control standards and content server systems to build capital folders and initiate workflows.
• Strong attention to detail and accuracy in data entry, recordkeeping, and documentation.
• Ability to respond professionally to operator questions and complaints via phone and email.
• Experience verifying gate punches, resolving missed punches, and managing timecard approvals.
• Ability to support departmental initiatives such as Management of Change tracking, hurricane preparation, and housekeeping efforts.
• Interest in gaining additional experience in a unionized environment through a structured, year-long assignment.

Work Environment

This role is based at the New Wales Plant 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 exposure to a unionized hourly workforce and maintenance operations. The work is primarily office-based, involving regular use of time and attendance systems such as Kronos, Microsoft Office applications, and content server tools for document control. You will interact frequently with maintenance staff, operators, supervisors, and other departments, contributing to a collaborative and process-driven environment focused on safety, compliance, and operational efficiency.

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

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)

This is a fully onsite position in Mulberry,FL.

This position is anticipated to close on Sep 28, 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.