What are the responsibilities and job description for the Administrative Assistant position at NES Fircroft?
**Local candidates preferred**
Contract: 8 months
Schedule: M-F; 6am - 3pm or 7am - 3:30pm
Position Summary
The Administrative Assistant II (Maintenance Department) 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
1. 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
2. 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
3. Preventive Maintenance (PM) Support
• Maintain PM completion trackers and follow up on overdue items.
• Assist in updating PM documentation and checklists.
4. Reporting Support
• Prepare simple maintenance reports such as:
o Backlog summaries
o Daily labor reporting
o Headcount Forecast update for scheduling
• Ensure reports are accurate, current, and distributed on time.
5. 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.
Requirements
• 3-5 years of administrative experience (preferably in maintenance, industrial, or technical environments).
• Strong SAP & Microsoft Suite experience (Excel, Outlook, Word)
• Minimum High school diploma or GED.
• Understanding of basic maintenance terminology and workflows.
• Able to handle multiple tasks with minimal supervision
• Comfortable working in both office and industrial environments