OMJCC: Maintenance Administrative Assistant

Confidential • Cleveland, OH • 2h ago

Job Title: Maintenance Administrative Assistant

Location: Cleveland, OH Employment Type: Full-Time Work Environment: On-site manufacturing facility

Position Summary

The Maintenance Administrative Assistant provides essential administrative, data management, and inventory tracking support to the Maintenance department. This role is responsible for maintaining accurate maintenance records, work orders, preventative maintenance documentation, and maintenance parts and supplies data to ensure operational continuity and compliance. The position supports maintenance leadership by ensuring data accuracy, visibility, and timely reporting across maintenance and inventory systems.

Key Responsibilities

Administrative & Operational Support

Provide administrative support to the Maintenance team, including scheduling, document preparation, and correspondence

Serve as a central point of contact for maintenance documentation, records, and data requests

Coordinate maintenance-related meetings, training documentation, and internal communications

Support purchase requisitions, invoice tracking, and basic vendor documentation in accordance with internal procedures

Data Entry & Records Management

Accurately enter, update, and maintain maintenance data in CMMS, ERP, or internal tracking systems

Create, update, and close work orders as directed by maintenance leadership

Maintain preventative maintenance (PM) schedules, logs, and completion records

Ensure all maintenance documentation is properly filed, controlled, and audit-ready

Reporting & Compliance Support

Generate routine and ad hoc maintenance reports (e.g., PM compliance, work order status, downtime tracking)

Support safety, quality, ISO, and regulatory compliance requirements

Assist with internal and external audits by organizing and providing required maintenance documentation

Continuous Improvement & Collaboration

Identify opportunities to improve administrative efficiency, data accuracy, and reporting processes

Collaborate with Maintenance, Operations, Quality, and Supply Chain teams to ensure data alignment

Support special projects, shutdown planning, and equipment ramp-up activities as assigned

Qualifications

Required

High school diploma or GED

1--3 years of administrative, clerical, or data entry experience, preferably in a manufacturing or maintenance environment

Strong attention to detail and data accuracy

Proficiency in Microsoft Office (Excel, Word, Outlook)

Ability to manage multiple priorities in a fast-paced environment

Preferred

Experience using CMMS or ERP systems (e.g., SAP, Maximo, IFS, or similar)

Familiarity with maintenance terminology, preventative maintenance concepts, or manufacturing operations

Experience supporting audits or compliance-related documentation

Knowledge, Skills, and Abilities

High level of organization and commitment to data integrity

Strong written and verbal communication skills

Ability to work independently while supporting cross-functional teams

Discretion when handling confidential or sensitive information

Continuous improvement mindset with a service-oriented approach

Primarily office-based with frequent interaction with maintenance and production teams

Occasional time spent on the production floor may

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