Administrative Assistant- Maintenance Department

At Link Snacks, we show up hungry, roll up our sleeves, plaid or otherwise, and dive straight into the hard work. We don’t hide from challenges; we hunt them down. We push harder, move faster, and take the kinds of big swings that built this business in the North Woods of Wisconsin four decades ago. We’re everyday people who deliver extraordinary results. Innovation, creativity, and urgency aren’t buzzwords, they’re expectations. And just like the real protein snacks we make across our global house of brands—Jack Link’s®, Lorissa’s Kitchen®, Golden Island®, BiFi®, Peperami® and KOOEE!®—there’s nothing artificial about us. What you see is exactly what you get: humble, gritty, passionate people who show up every day ready to not just participate in the meat snack industry that the Link Family created, but to move faster, innovate harder and keep raising the bar so high, the rest of the world needs a ladder just to see it.

Responsibilities

• Prepare, maintain, and update departmental documents, reports, and spreadsheets.
• Handle incoming calls, emails, and internal requests related to maintenance activities.
• Maintain organized filing systems—digital and physical—for work orders, PM schedules, vendor information, and compliance documents.
• Enter, track, and close work orders in the Computerized Maintenance Management System (CMMS).
• Monitor preventive maintenance schedules and notify supervisors of upcoming tasks.
• Generate weekly and monthly performance reports (e.g., work order backlog, downtime, PM completion rates).
• Schedule maintenance activities, PM tasks, equipment shutdowns, and contractor visits.
• Coordinate meetings, calendar appointments, and department communications.
• Assist with organizing training, safety meetings, and certifications for maintenance staff.
• Assist department in managing Time & Attendance of team members.
• Initiate purchase requests, track orders, and maintain documentation.
• Work with vendors to obtain quotes, pricing, and delivery timelines.
• Support inventory control by monitoring stock levels and verifying incoming materials.
• Maintain safety documentation, SDS files, and compliance checklists.
• Assist in preparing audits, regulatory documentation, and inspection reports.
• Track required certifications and training for team members.
• Assist supervisors and the Maintenance Manager with administrative tasks and project support.
• Help maintain communication between maintenance, operations, and other departments.
• Support continuous improvement initiatives and department workflows.

Physical Demands

The physical demands described here are representative of those that must be met by a team member to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Regularly required to sit, use hands to finger, handle, or feel, and talk or hear.
• Occasionally required to stand, walk, and reach with hands and arms.
• Occasionally lift and/or move up to 25 pounds.
• Specific vision abilities required include close vision.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

• Plant/office setting with varying degrees of temperatures and noise levels.
• Exposure to manufacturing equipment movement and wet/slippery floors.
• Vast amount of work is conducted in a climate-controlled office.
• Travel may be required.

Requirements

• High school diploma or equivalent (associate degree preferred).
• 2+ years of administrative experience; maintenance or manufacturing environment experience preferred.

Skills

• Strong organizational and multitasking abilities.
• Proficiency with Microsoft Office (Excel, Word, Outlook).
• Experience with CMMS systems (e.g., Somax, SAP, MP2, Fiix, eMaint) preferred.
• Excellent written and verbal communication skills.
• Ability to work independently and within a team.
• Basic understanding of maintenance terminology, equipment types, and processes (preferred).

Pay

The salary range for this role is $23 – $27 per hour. Actual salaries will vary based on several factors, including but not limited to external market data, internal equity, location, and candidate skill set and experience.

Benefits

• Medical, dental, and vision benefits.
• Life and disability insurance.
• 401k participation.
• Paid holidays and paid time off.
• Annual incentive and program-specific awards.