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

Physical & Work Environment

• Primarily office‑based with frequent interaction with maintenance and production teams
• Occasional time spent on the production floor may be required

Success Indicators

• Accurate and timely maintenance data and reporting
• Consistent preventative maintenance documentation compliance
• Improved visibility into maintenance workload and activities
• Positive feedback from maintenance leadership and cross‑functional partners