Maintenance Administrative Assistant

Overview:

$17.94/hour

Job Status/Type: Full-time, year-round

Position Level: Entry to Mid-Level

Shift/Schedule Requirements: Must be available to work various shifts and days, including nights, weekends, and holidays as needed.

The Maintenance Administrative Assistant is crucial in ensuring the smooth operation of our maintenance office. In this role, you will greet and assist visitors, direct them to the appropriate department, and manage incoming calls. You’ll operate a two-way radio to communicate with maintenance personnel, perform clerical tasks, including document execution in DocuSign, scanning, filing, data entry, and creating spreadsheets. You will also oversee timekeeping and attendance for our associates, enter purchase order requests in the JD Edwards accounting system, and manage open invoices.

Responsibilities:

Manage and distribute all open invoices sent via the OnBase system.

Process receipts and invoices daily using JD Edwards, Smartsheet, and OnBase.

Provide troubleshooting assistance for invoice processing issues.

Create monthly reports of Open Purchase Orders for departmental leaders.

Review and correct labor entries in Kronos daily.

Maintain and track maintenance schedules and associate attendance.

Greet visitors and direct them to the appropriate individuals or departments.

Answer, screen, and dispatch calls with professionalism.

Perform various clerical duties, including executing documents in DocuSign and sorting mail.

Assist in organizing and distributing employee incentives.

Conduct data entry for daily work records.

Qualifications:

High school diploma or GED required.

Familiarity with office practices, computer literacy, and proficient typing skills (50-55 wpm).

Proficient in Smartsheet, Microsoft Office, and Windows-based systems.

Strong organization, multitasking, and communication abilities.

Experience with JD Edwards, Kronos, OnBase, Smartsheet, and DocuSign is preferred.

Availability to work nights, weekends, and holidays as needed.

Must pass a mandatory and/or random drug test, per company policy.

Ability to pass a background check for applicants over 18, which may include credit, criminal, DMV, and employment history checks, as per company policy.