Maintenance Administrative Assistant

Job Description

Job Description

(If you are interested, please send a resume to jaslogan @astoncarter.com )

Maintenance Administrative AssistantAbout the Opportunity

We are seeking a highly organized and detail-oriented Maintenance Administrative Assistant to join a dynamic maintenance team within a fast-paced industrial environment. This position plays a critical role in supporting daily maintenance operations, workforce scheduling, timekeeping, training coordination, and administrative processes for a unionized workforce.

The ideal candidate thrives in a collaborative environment, enjoys managing multiple priorities, and takes pride in ensuring operational excellence through accurate recordkeeping, strong communication, and proactive support. This is an excellent opportunity for an administrative professional looking to expand their experience in maintenance operations, workforce management, and industrial administration.

Key Responsibilities

As a Maintenance Administrative Assistant, you will:

• Serve as a primary point of contact for maintenance employee callouts, communicating promptly with mechanics, electricians, supervisors, and other team members.
• Maintain accurate attendance, scheduling, and timekeeping records utilizing Kronos Workforce Timekeeper.
• Track and process employee attendance items, including sick leave, emergency vacation requests, physician notes, shift changes, overtime assignments, and job code updates.
• Support union payroll processes by ensuring accurate and timely time and attendance reporting.
• Monitor employee attendance occurrences and assist supervisors with documentation and disciplinary tracking as needed.
• Maintain organized personnel, maintenance, and training records in accordance with company document control standards.
• Coordinate onboarding activities for new hires, including training schedules, progress tracking, testing, and panel reviews.
• Support workforce development initiatives by coordinating cross-training programs, maintaining training records, and updating seniority lists.
• Schedule and coordinate department meetings, safety initiatives, MSHA training sessions, employee engagement activities, and other workforce-related events.
• Create and maintain maintenance capital project folders within the document management system and initiate workflow approvals.
• Verify gate punches, missed punches, and recurring timecard approvals to ensure payroll accuracy.
• Manage office and operational supply inventories, ensuring materials are readily available to support daily operations.
• Facilitate weekly department meetings by preparing materials, tracking action items, and supporting follow-up efforts.
• Collaborate across departments to improve communication, streamline administrative processes, and support overall operational efficiency.
• Assist the maintenance team with initiatives related to Management of Change (MOC), emergency preparedness efforts, housekeeping projects, and other departmental priorities.
• Respond professionally to employee questions and concerns while delivering exceptional customer service.

Required Qualifications

• High School Diploma or GED required.
• Minimum of 1 year of administrative experience, preferably within a maintenance, manufacturing, industrial, or operations environment.
• Experience using Kronos Workforce Timekeeper or similar timekeeping and attendance systems.
• Proficiency with Microsoft Office Suite, including Excel, Word, and PowerPoint.
• Strong organizational and multitasking abilities with exceptional attention to detail.
• Excellent verbal and written communication skills.
• Experience managing confidential employee records and documentation.
• Ability to work effectively in a fast-paced environment while balancing multiple priorities.
• Understanding of timekeeping, attendance practices, and payroll support processes.
• Ability to build strong working relationships across all levels of the organization.

Preferred Qualifications

• Experience supporting maintenance, manufacturing, mining, industrial, or plant operations.
• Previous experience working within a unionized environment.
• Knowledge of document management systems and workflow processes.
• Experience coordinating employee training, onboarding, and workforce development programs.
• Familiarity with MSHA training requirements and safety-focused work environments.
• Exposure to Management of Change (MOC), capital project documentation, or compliance-related processes.
• Customer-service mindset with the ability to professionally address employee inquiries and concerns.

Why Join Us?

• Gain valuable experience supporting a critical maintenance operation.
• Work alongside experienced maintenance and operations professionals.
• Develop expertise in workforce administration, training coordination, timekeeping, and union workforce support.
• Contribute to a safety-focused culture where your organizational skills make a direct impact on operational success.
• Opportunity to broaden your experience in an industrial environment while building highly transferable administrative skills.

Work Environment

This position supports a maintenance department within a large industrial operation. The schedule is Monday through Friday, 8:00 AM to 5:00 PM and is structured as a one-year contract assignment.

You'll work primarily in an office setting within the plant environment, regularly partnering with maintenance leadership, supervisors, mechanics, electricians, and operations personnel. The role requires strong organizational skills, adaptability, and the ability to thrive in a fast-paced environment where safety, compliance, and teamwork are top priorities.

Job Type & Location

This is a Contract position based out of Mulberry, FL.

Pay and Benefits

The pay range for this position is $25.52 - $25.52/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: • Medical, dental & vision • Critical Illness, Accident, and Hospital • 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available • Life Insurance (Voluntary Life & AD&D for the employee and dependents) • Short and long-term disability • Health Spending Account (HSA) • Transportation benefits • Employee Assistance Program • Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Mulberry,FL.

Application Deadline

This position is anticipated to close on Sep 9, 2026.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.