Maintenance Administrative Assistant

Job Order Number: ma20961

Posted on Fri, 09/15/2017 - 13:32

Job Order Number: 
Job Description: 

• Plant on the Westbank
• Long Term Duration
• Full Benefits
• Paid Time Off

Administrative Assistant needed to support fast-paced, dynamic team at plant on the Westbank.
The Administrative Assistant will be responsible for extensive work in various databases/programs – needs to be able to learn new programs easily – as well as general administrative support (travel arrangements, schedules, correspondence) and document & report management. The Administrative Assistant will be responsible for:

• Meeting, scheduling, and coordinating when directed including setup of room, equipment, food orders, etc.
• Assisting with travel arrangements.
• Managing department vacation scheduling.
• Creating and maintaining the maintenance and reliability callout duty schedule including distributing the information binder to on-call personnel.
• Updating refinery callout duty schedule weekly.
• Maintaining maintenance contact list and organizational charts as well as any other lists required by maintenance.
• Creating and submitting maintenance wide email and communications including delegations of authority.
• Maintaining correspondence sent in record system.
• Managing building support/ facilities requests.
• Acting as the SharePoint administrator and assisting with maintaining the maintenance SharePoint site website.
• Ordering and maintaining office and kitchen supplies for all maintenance areas.
• Coordinating UPS package shipments for maintenance department.
• Assisting the maintenance manager, superintendents, supervisors, employees with normal daily requests.
• Updating communication boards weekly and monthly with refinery communications including metrics.
• Documenting records management team member and administrator.
• Assisting and verifying maintenance is in compliance with document records management standards and guidelines.
• Maintain records and documents for maintenance and reliability (electronic and physical records/documents).
• Verifying all records and documents are uploaded and viewable in Livelink.
• Verifying proper retention coding and destruction timing of records.
• Performing scanning and filing of records.
• Performing updates to mechanical integrity procedures, maintenance procedures, and procurement procedures.
• Verifying procedure change authorization forms are approved for revisions to be performed.
• Co-Managing security groups for all systems.
• Maintaining office equipment, scanners, printers, fax machines, projectors, appliances, and laptops for the maintenance department.
• Assisting maintenance personnel with ordering and setting up the office phones and computer.
• Assisting with coordinating office modifications and moves.
• Tracking safety observation cards.
• Managing all maintenance radio and cell phone requests.
• Tracking and maintaining radio contact list.
• Processing and shipping maintenance radio repairs to offsite vendor.
• Creating notifications, picklists, requisitions, etc. as needed.
• Assisting with maintaining the FuelMaster System.
• Assisting all other departments on interdepartmental efforts.
• Assisting with other administrative tasks as directed.
Desired Skills: 
The ideal Administrative Assistant will have:

• 5+ years of experience.
• An active TWIC card.
• The ability to adjust to varying and/or unexpected changing conditions and shift priorities with minimal direction.
• Strong Computer Skills: proficiency with Windows, Microsoft Office (Word & Excel)
• Working Knowledge of SAP.
• Proficiency in SharePoint and Livelink.
• Strong organization, time management, and planning skills.
• The ability to work effectively with a wide range of professionals and technical experts.
• Effective verbal and written communication skills. • Positive interpersonal skills.
• The ability to collaborate effectively with other team members and negotiate with others to obtain a common goal.
• Strong listening skills.
• The ability to work effectively with minimal supervision.
• The ability to recognize value in work processes, procedures, and systems.
• Careful attention to detail.
• The ability to accept ownership and accountability.
• The ability to deliver on commitments/goals.

EOE F/M/Disabled/Veteran

We are proud of our status as an equal opportunity employer, M/F/D/V.