Description:
Maintenance Office Administrator Job Description
Position Summary
The Maintenance Clerk/Admin provides essential administrative and clerical support to the Maintenance Department. This role focuses on accurate data entry, work order processing, recordkeeping, and coordination of documentation to ensure maintenance activities are organized, documented, and compliant. The position supports daily operations by keeping information flowing between maintenance, operations, and supply chain.
Primary Duties & Responsibilities
Maintenance Specific Type Activities
Printing out WO work packs
Enter, process, update, and close work orders in the CMMS (SAP, etc.).
Verify accuracy of work order information including labor hours, materials used, and comments.
Track work status and notify supervisors of overdue or incomplete entries.
Assist technicians and supervisors with basic SAP CMMS navigation questions.
PO generation - Annual PO's
Accruals/PO Tracking
New to site SAP Onboarding and basics
Clerical & Administrative Support
Maintain maintenance logs, and shared documentation.
Support other business administration for company functions, planning
Contractor TWIC validation and headcount
Calendar management
Leadership Monthly Expense Report generation
Maintenance Requested P-Card purchases
SharePoint Administration
Distribution Lists for Maintenance
Office Logistics, Support, and coordination with facilities
Prepare routine correspondence, reports, meeting notes, and spreadsheets.
Support daily maintenance meetings by managing attendance, distributing agendas, and recording action items.
Onboarding and Offboarding
Preventive Maintenance (PM) Support
Maintain PM completion trackers and follow up on overdue items.
Assist in updating PM documentation and checklists.
Reporting Support
Prepare simple maintenance reports such as:
Backlog summaries
Daily labor reporting
Headcount Forecast update for scheduling
Ensure reports are accurate, current, and distributed on time.
Communication & Department Support
Act as a point of contact for internal departments requesting maintenance information.
Support safety initiatives by organizing training documents, rosters, and attendance records.
Qualifications
Required
High school diploma or GED.
Administrative or clerical experience (preferably in maintenance, industrial, or technical environments).
Strong computer skills (Excel, Outlook, Word).
Accurate data entry and attention to detail.
Strong organizational and communication skills.
Preferred
Experience using a CMMS (SAP,).
Previous experience in maintenance, refinery, manufacturing, or industrial settings.
Understanding of basic maintenance terminology and workflows.
Core Skills & Competencies
Detail-oriented, accurate, and organized
Able to handle multiple tasks with minimal supervision
Strong communication and interpersonal skills
Team player who supports technicians, planners, supervisors, and contractors
Comfortable working in both office and industrial environments