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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.
Job Responsibility:
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
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
Maintain PM completion trackers and follow up on overdue items
Assist in updating PM documentation and checklists
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
Act as a point of contact for internal departments requesting maintenance information
Support safety initiatives by organizing training documents, rosters, and attendance records
Requirements:
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
Nice to have:
Experience using a CMMS (SAP)
Previous experience in maintenance, refinery, manufacturing, or industrial settings
Understanding of basic maintenance terminology and workflows