Maintenance Administrative Assistant

About the role

The Maintenance Administrative Assistant is responsible for organizing, labeling, and inventorying the parts room, all plant equipment, and machines, while providing administrative support through accurate data entry into the Computerized Maintenance Management System (MVP One) or spreadsheets. This role ensures parts are easily accessible, inventory records are accurate, and technical staff can work efficiently.

Responsibilities

• Organize all plant equipment, machines and parts room, tool crib, and inventory storage areas using 5S principles into MVP One. (Sort, Set in Order, Shine, Standardize, Sustain).
• Label shelves, bins, and parts accurately to ensure quick identification.
• Receive, unpack, and put away incoming parts, tools, and supplies.
• Conduct physical cycle counts and monthly inventory checks to ensure accuracy.
• Identify, count, and kit parts for scheduled preventative maintenance work orders.
• Clean and maintain an organized inventory area.
• Perform accurate data entry of inventory items, including part numbers, descriptions, costs, and vendor info into the CMMS or Excel.
• Reorder parts when min/max quantities are reached.
• Research part availability and source alternatives for critical spare parts.
• Update maintenance records, equipment history logs, and work orders.
• Process incoming packing slips and invoices.
• Generate usage reports for management review.

Required Education, Skills And Qualifications

• 1-2 years of relevant work experience.
• Previous experience in a parts room, warehouse, or maintenance environment is highly preferred.
• Computer Skills: Proficiency in MS Office (Excel, Word) and/or experience with inventory software or CMMS tools (e.g., SAP PM, Maximo, Fiix).
• Attention to Detail: High accuracy in data entry and labeling.