Summary
As an Administrative Support for the Maintenance Department, you will be essential in ensuring smooth operations through effective clerical and organizational tasks. While no prior experience is needed, your strong communication skills and attention to detail will be vital in supporting the team. This role offers a great opportunity for individuals with a high school diploma or GED to grow within a dynamic environment. Join us in contributing to our maintenance operations!
Duties & Responsibilities:
· Assisting Maintenance Manager on report documentation and other Maintenance office work duties.
· Maintain and organize maintenance records, including work orders, purchase orders, service contracts, and inventory logs.
· Ensure accurate documentation of maintenance activities and update systems regularly.
· Communicate effectively with internal teams to ensure all parties are informed about maintenance schedules or disruptions; prepare and distribute maintenance-related correspondence as needed.
· Assist in tracking inventory of maintenance supplies and equipment.
· Help prepare and manage purchase orders for necessary tools, parts, and materials.
· Answer phone calls, emails, and process incoming requests for maintenance support.
· Assist with maintaining filing systems and databases.
· Respond to all email correspondences from external customers/suppliers/vendors etc. and internal enquiries from various departments.
· Issue POs (purchase orders) through MC.
· Once parts have been received, organize the parts into their assigned locations.
· Input and update work order information into the company's computerized maintenance management system (CMMS).
· Maintain printing & stationary supplies (coordinate with Purchasing Department)
· Ensure vendor invoices and service reports are accurately processed and forwarded to the accounting department.
· Follow up with suppliers via phone calls & emails on pending items not yet received.
· Verify to ensure correct numbers/quantity of items are received and items are in good condition.
· Update MC with the items received, label/put away received items on proper locations.
· Close the POs on MC-CMMS, and file packing slips for future verification.
· Organize and file maintenance-related documentation in both electronic and physical formats.
· Provide general administrative support, including filing, data entry, and other duties as needed.
· Flexibility to perform any duties/projects as assigned by the Maintenance Manager.
· Understand and comply with legislated duties and responsibilities under the OHSA.
· Understand and comply with all Company Safety Rules, policies, and procedures.
· Understand and comply with all HACCP and GMP policies.
Skills and Qualifications:
· High School Diploma or equivalent.
· Technical or vocational training in a related field is an asset, but not a requirement.
· No prior work experience required – however, previous experience in data entry / administration field is an asset.
· Ability to learn on the job and take direction from senior staff.
· Exceptional oral and written communication skills.
· Able to do physical work and carry/lift a minimum of 50 lbs.
· Comfortable working in various environments, including indoors and outdoors.
· Strong organizational skills.
· Proactive and possessing a high degree of initiative.
· High attention to detail with accuracy.
· Ability to interact with colleagues at all levels of the organization in a professional manner.
· Proficiency in Microsoft Office applications
· Proven ability to prioritize tasks, handle multiple assignments, and meet deadlines effectively, with minimal supervision.
· The position may require occasional overtime depending on the needs of the maintenance department.
Additional Information:
· On-the-job training including but not limited to training in maintenance software, will be provided, to help you succeed in this role.
What do you get out of it?
· Experience working in a corporate environment.
· Gain practical work experience in areas that complement your personal strengths, interests and educational needs.
· Actively learn and thrive as a responsible team member in the “real world” in an area chosen by you.
· Great foundation for building your network.
Job Types: Full-time, Part-time, Fixed term contract, Apprenticeship, Internship / Co-op
Contract length: 3 months
Pay: $17.20 per hour
Expected hours: 32 – 40 per week
Benefits:
- Casual dress
- Company events
- Flexible schedule
- On-site parking
Flexible language requirement:
Schedule:
- 8 hour shift
- Day shift
- Monday to Friday
- On call
- Overtime
- Weekends as needed
Work Location: In person
