Maintenance Administrative Assistant

Our client is actively seeking an Administrative Assistant to support their Maintenance Department out of Ashtabula, OH! This individual will be responsible for essential clerical, data ad coordination support including SAP transaction processing, document management, purchasing assistance, payroll support, and monthly reporting. This is a full-time, long-term, contract to hire opportunity offering $28.00-35.00/hr, health insurance (medical, vision, dental), 401K, life insurance and more! 

Most important activities: 

• Adherence to all SHE policies and procedures and Safety Principles and Life Saving Rules
• Attend scheduled safety meetings
• Complete all computer based trainings
• Complete all assigned audits
• Complete all assigned SHE action items

Performance in Role
Most important activities:

• Administrative tasks to support the smooth and efficient operations of the Maintenance Department
• Enter, update, and validate maintenance-related data in the CMMS (SAP) system, ensuring accuracy for equipment history, preventive maintenance activities, and part usage.
• Manage and archive vendor documentation such as equipment manuals, technical schematics, tooling specifications, and equipment certifications to support audits and maintenance readiness
• Confirm and TECO Preventative Maintenance work orders
• Support monitoring of work order backlogs by identifying missing data, incomplete documentation
• Ensure documentation meets internal quality standards and external regulatory requirements.
• Issue purchase requisitions and goods receipts as needed Serve as backup to the Maintenance Clerk completing payroll and overtime call-outs for Maintenance and Operations bargaining unit workforce
• Compile data for monthly Maintenance & Reliability scorecard
• Create purchase requisitions, receipt goods and track monthly accruals
• All other duties as assigned

Requirements

• High School Diploma or equivalent required
• Minimum of three years administrative experience, preferably supporting maintenance, engineering or operational departments.
• Strong working knowledge of CMMS systems (SAP preferred), with proven experience entering, validating, and managing maintenance-related data
• Proficient with Microsoft Office and comfortable learning new software systems
• Administrative office certification a plus

Technical skills

• Strong data entry and data validation skills
• Ability to manage technical documentation (manuals, schematics, certifications)
• Basic understanding of maintenance terminology, equipment types, and work order flows
• Strong reporting skills, including compiling maintenance KPIs
• Ability to use office productivity tools and learn new software quickly

Behavioural skills

• Excellent communication and customer service capability
• Strong organizational, planning, and prioritization skills
• Effective problem‑solving and analytical ability
• Ability to work collaboratively with maintenance, operations, and other departments, as well as external vendors.

With over 90 years' combined experience, NES Fircroft (NES) is proud to be the world's leading engineering staffing provider spanning the Oil & Gas, Power & Renewables, Chemicals, Construction & Infrastructure, Life Sciences, Mining and Manufacturing sectors worldwide. With more than 80 offices in 45 countries, we are able to provide our clients with the engineering and technical expertise they need, wherever and whenever it is needed. We offer contractors far more than a traditional recruitment service, supporting with everything from securing visas and work permits, to providing market-leading benefits packages and accommodation, ensuring they are safely and compliantly able to support our clients.