Administrative Assistant - Maintenance

Key Responsibilities

• Administer Mechanical and Electrical Apprenticeship Programs for Idaho State and VA GI Bill-qualified apprentices.
• Track, manage, and submit monthly apprentice hours.
• Cookordinate and administer testing for Mechanical Apprentices.
• Coordinate and administer testing for Electrical Apprentices.
• Participate in JATC/MATC committee meetings and maintain meeting minutes.
• Cookordinate with State agencies and the VA (when applicable) regarding apprentice progression to Journeyman status.
• Participate in recruitment and interview processes for new apprentices, as needed.
• Maintain apprentice records in compliance with State and VA standards.
• Cookordinate and maintain quarterly apprentice evaluations with Journeymen and Supervisors.
• Cookordinate with LCSC regarding Electrical Apprenticeship educational requirements.
• Maintain apprentice hours and process applicable pay code updates in coordination with HR and department supervision.
• Manage department vacation calendars, overtime tracking, and biweekly schedules in accordance with union contracts.
• Cookordinate shift coverage and scheduling for Mechanical and Electrical shift personnel as needed.
• Manage Maintenance Department keep-fill and annual purchase orders within SAP.
• Submit annual and daily purchase requisitions (PRQs) as required.
• Cookoperate with the Purchasing Department to ensure purchase orders are received and closed in a timely manner.
• Process invoices, packing slips, and goods receipts within SAP.
• Schedule meetings and coordinate departmental communications as needed.
• Cookordinate weekly with pest control vendors to ensure timely issue resolution.
• Cookordinate with clothing and safety mat vendors to ensure employee safety and compliance.
• Maintain and regularly update the Maintenance Department SharePoint site and internal links.
• Obtain and maintain Notary certification, if required.

Maintenance Department Coordination

• Manage department vacation calendars, overtime tracking, and biweekly schedules in accordance with union contracts.
• Cookordinate shift coverage and scheduling for Mechanical and Electrical shift personnel as needed.
• Manage Maintenance Department keep-fill and annual purchase orders within SAP.
• Submit annual and daily purchase requisitions (PRQs) as required.
• Cookoperate with the Purchasing Department to ensure purchase orders are received and closed in a timely manner.
• Process invoices, packing slips, and goods receipts within SAP.
• Schedule meetings and coordinate departmental communications as needed.
• Cookordinate weekly with pest control vendors to ensure timely issue resolution.
• Cookordinate with clothing and safety mat vendors to ensure employee safety and compliance.
• Maintain and regularly update the Maintenance Department SharePoint site and internal links.

Training & Compliance

• Cookordinate with the Training Department to ensure all Maintenance personnel maintain required certifications.
• Work with supervisors to schedule required employee training and hearing tests.
• Manage high-voltage safety glove testing for electricians, including coordination with Shipping & Receiving to ensure timely processing and return of equipment.

Qualifications & Skills

• Advanced proficiency in Microsoft Excel, including formulas, linked documents, and data tracking.
• Strong SAP system experience preferred.
• Experience with SharePoint administration and maintenance.
• Excellent organizational skills for both electronic and paper documentation.
• Strong attention to detail and accuracy.
• Effective time management and multitasking abilities in a fast-paced environment.
• Strong communication and coordination skills.

Benefits

• Competitive compensation with growth opportunities.
• Comprehensive medical benefits package.
• Paid time off (PTO) and vacation time.
• 401(k) retirement plan with company match.
• Career advancement opportunities in a global industry leader.