Administrative Assistant

Initial 1-year contract and hybrid schedule :

Responsibilities :

• Support the Maintenance Manager, refining Business Improvement and direct staff.
• Interact with internal staff and external business contacts.
• Schedule meetings as well as catering arrangements, maintaining meeting agenda, and materials.
• Create, revise, analyze proof-reading, and distribute various types of documents, presentations, and spreadsheets (Microsoft Excel, Word, PowerPoint, Outlook)
• Takes ownership for safety of assigned work area
• Collects and records all overtime from maintenance supervisors
• Creates folders for overdue maintenance policy and procedures, and circulates for any necessary changes
• Updates maintenance policy and procedures in Livelink
• Creates spreadsheets for maintenance policy and procedure tracking, and craft training
• Creates new standard forms and updates them in Livelink
• Inputs work order variant delay sheets and prints monthly reports
• Orders supplies for office, kitchen, copier, etc
• Assigns lockers to new employees and contractors
• Sorts and distributes daily work orders and schedule
• Creates maintenance safety committee meeting agenda
• Distributes mail to maintenance personnel.
• Prints reports and distributes to instrumentation and electrical supervisors.
• Creates equipment repair rework reports
• Updates the maintenance scorecard
• Handles scan / fax duties for the maintenance department
• Directs copy machine maintenance contractor
• Responsible for general copying, laminating, collating, and binding
• Documents various refinery audit cards and paperwork
• Print daily Work Orders for Supervisors
• Track and Log daily contractor headcounts
• Log and file forms (Log & file forms (audits, training docs, etc.)
• Special requests as needed (copies, binders made, etc.)
• Time Keeping / Callout Tracking :
• Enter previous day employee hours into spreadsheet.
• Track craft / employee vacation request
• Maintain / Update Callout spreadsheets.
• Pickup and log overtime on spreadsheets
• Create and maintain Supervision Callout schedule.
• Extracts data from the Maintenance Work Schedule and prepares Repair Documentation packages for Supervisors.

Requirements :

• Proficient in the use of a Personal Computer on a Local Area Network.
• Computer skills required : Excel, Word, Outlook, Power Point, Adobe, Shared file.
• Ability to learn SAP, MS Access
• High School Diploma Required
15 days ago