Administrative Assistant

SUMMARY
The Administrative Assistant supports the maintenance function and daily processes through DocStar, parts management and our CMMS functions. The role is responsible for tracking, filing and preparing information for all members of the maintenance and engineering team as well as other operations functions such as Quality
Assurance and Sanitation.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

•  Inputs data into Docuware
  • Receives documentation and invoices.
• Checks that invoicing from vendors and the goods receipt are done following the terms of payment indicated in the PO.
• Maintain electronic and paper records of all purchase orders and associated invoices, bids, bid analysis, single source statements, NDA, and lien waivers.
• Processes invoices for payment
• Coordinate returns of items
• Maintain operations, parts and maintenance manual library to include prints and automated manuals.
  • Prepare and distribute monthly reports
  • Stock out
  • WO complete
  • Inventory usage
  • Budget
  • Changeover effectiveness
  • Maintenance downtime
  • Manpower utilization
  • WO completion rate, per mechanic, per shift per team
• Prepare monthly purchasing status reports using CMMS data and delivery status updates from the vendors.
• Ensure that selected vendors are in the CMMS master data, and coordinate approval of new vendors to be included in the master data for corporate wide vendors.
• Create PO’s and Process invoices for payment in compliance with the applicable policies including assigning cost center and approving to next step
• Maintain operational stock of machine tools to insure ability to internally machine parts
  • Conduct ABC analysis of spare parts and recommend adjustments to the min/max quantities and reorder points
• Maintains files related to training and appropriate required training documents
  • File confined space paperwork
  • File Hot work permits
  • Spill Containment
  • Hoisting and Lift certifications
  • Coordinate for hazardous waste pickups (i.e. light bulbs and oil)
• Follow-up with vendors to determine status on overdue or critical parts shipments.
  • Follow-up on purchase orders over 30 days old
• Work closely with corporate accounting to ensure compliance to purchasing guidelines and procedures and to take advantage of best practices and applicable corporate vendor agreements
• Coordinate and track rebuilding work orders for rebuildable spares.
• Assist in the CAPEX budget tracking.
• Take and publish notes from team meetings.
• Follow-up direct delivery from supplier or freight forwarder to ensure on time delivery of materials and equipment.
• Ensure that the vendor/contractor meets all insurance, NDA, and contractual requirements
• Coordinates supply contracts and maintains an up-to-date vendor/supplier list in the CMMS
• Maintain Bulletin boards
• Orders office and administrative supplies for maintenance
• Coordinates training sites and times for department training
• Coordinates travel as required
• Sets up and pulls kits
• Other duties as assigned