Office Coordinator – Maintenance

About the role

The ideal candidate is a self-starter who thrives in a collaborative, fast-paced manufacturing environment, demonstrates strong customer focus and discretion when handling sensitive information, and helps drive process and documentation excellence for the maintenance organization.

Responsibilities

• Serve as first point of contact for administrative inquiries directed to the Maintenance/Engineering and administrative group; route and escalate issues to the appropriate maintenance leads, engineers, or HR/operations personnel with timely follow-up.
• Manage confidential information with discretion: personnel records, shift coverage details, discipline/action documentation, and other sensitive materials.
• Cook up and maintain calendars for the maintenance management team, schedule shift-change meetings, planning sessions, and outage planning meetings.
• Support work order and preventive maintenance processes: collect, compile, and distribute maintenance reports, work order summaries, downtime logs, and parts usage data to maintenance planners and leaders.
• Maintain and update shared documents, department SharePoint sites, or other repositories (e.g., SOPs, permits, lockout/tagout checklists, maintenance schedules).
• Generate, compile, and format reports and presentations for leadership reviews — collect required data, produce clear visuals/tables, and ensure timely distribution.
• Track vacation and weekend duty schedules and maintain on-call rosters; coordinate coverage and ensure continuity of service.
• Provide general office administration: answer phones, greet visitors, manage mail and deliveries, order office/maintenance supplies, and maintain organized filing systems (electronic and physical).
• Support special projects and change initiatives (5S, Lean events, continuous improvement efforts) by organizing meetings, tracking action items, and documenting process changes.
• Cook up and organize vendor and contractor administrative needs: onboarding paperwork, site access forms, and arrival logistics for maintenance-related contractors; support purchase requisition tracking as needed.
• Plan and organize employee recognition and department events to support team morale and retention.
• Aid in compliance tracking—ensuring required training records, certifications, and permits are current and organized for audits.
• Coordinate all administrative activities for the maintenance, engineering, and administrative teams — schedule and coordinate internal and cross-functional meetings (prepare agendas, distribute materials, record minutes), manage calendars and conference rooms, arrange catering and staff lunches, oversee vendor coordination for office supplies, facilities and AV setup.
• Administer mill-wide production incentive and recognition programs — track production metrics and participation, maintain incentive records, prepare regular reporting and participant communications, coordinate award distribution and celebratory events/lunches, and partner with operations, HR and finance to ensure program integrity and continuous improvement.

Qualifications

• Minimum of three (3) years administrative or office coordination experience, preferably supporting operations, maintenance, engineering, or manufacturing teams.
• Proficient with Microsoft Office Suite:
• Outlook: calendar & meeting management, email best practices.
• Excel: spreadsheet creation, formulas, pivot tables, and basic data analysis.
• PowerPoint: presentation creation/editing.
• Word: document creation and formatting.

• Strong written and verbal communication skills; comfortable interacting with all levels of the organization.
• Demonstrated organizational skills and ability to manage multiple priorities in a dynamic environment.
• High degree of integrity and ability to handle confidential information.
• Positive customer service orientation and collaborative mindset.

What Will Put You Ahead

• Associate degree or higher in Business Administration, Office Management, Human Resources, or related field.
• Previous experience at a manufacturing facility, pulp/fiber operations, Engineering, or maintenance department.
• Familiarity with CMMS (Computerized Maintenance Management System) and basic understanding of maintenance workflows and work order lifecycles.
• Experience with SharePoint administration or site management.
• Exposure to continuous improvement tools (Lean, 5S) or workplace safety programs.
• Records of successful coordination of planned outages, vendor/contractor administration, or parts/supply tracking.

Benefits

• Medical, dental, vision, flexible spending and health savings accounts, life insurance, ADD, disability, retirement, paid vacation/time off, educational assistance, and may also include infertility assistance, paid parental leave and adoption assistance.

Pay

TBD

Schedule

TBD