Maintenance Admin

The Maintenance Admin supports the Maintenance Department by coordinating and maintaining administrative processes, documentation, records, purchasing activities, maintenance data, and departmental performance indicators.

This position ensures that maintenance information is accurate, organized, and available to support preventive and corrective maintenance activities, regulatory compliance, equipment reliability, cost control, and continuous improvement. The Maintenance Admin also provides administrative support for maintenance projects, calibration activities, utilities tracking, contractors, suppliers, and other departmental initiatives.

Duties and Responsibilities:

• Provide administrative support to the Maintenance Manager and Maintenance Department.
• Maintain accurate maintenance records, reports, work orders, and departmental documentation.
• Support the administration and tracking of preventive and corrective maintenance activities, including open work orders, completion status, and outstanding maintenance items.
• Maintain and update maintenance KPI reports, including equipment downtime, work-order completion, preventive maintenance compliance, maintenance costs, and other departmental performance indicators.
• Coordinate the maintenance calibration program, including scheduling, documentation, certificates, due dates, and coordination with internal personnel and external service providers.
• Maintain records and documentation related to utilities and plant services, including electricity, natural gas, water, compressed air, and other applicable resources.
• Maintain required records for chemicals used by the Maintenance Department and support inventory and documentation control.
• Assist with contractor documentation, service scheduling, and coordination of external maintenance providers.
• Maintain electronic and physical maintenance files in an organized and controlled manner to ensure information is readily available for operational requirements, audits, and inspections.
• Assist in preparing documentation and records for internal and external audits, including Food Safety, Quality, GMP, HACCP, environmental, and regulatory requirements applicable to Maintenance.
• Support the control and updating of maintenance procedures, work instructions, equipment manuals, technical documentation, and departmental forms.
• Assist with scheduling maintenance meetings, preparing reports, documenting follow-up items, and tracking completion of assigned actions.
• Communicate effectively with Maintenance, Production, Quality, Food Safety, Procurement, Finance, Engineering, and other departments as necessary.
• Support continuous improvement initiatives within the Maintenance Department.
• Perform other administrative and maintenance support activities assigned by the Maintenance Manager according to business needs.

Qualifications

Qualifications

Education

• High School Diploma or GED required.
• Associate degree or technical/business education preferred.
• Additional education in Business Administration, Maintenance Management, Engineering Technology, Supply Chain, or a related field is preferred.

Experience

• 1 to 3 years of experience in administrative, maintenance-support, manufacturing, purchasing, inventory, or similar role preferred.
• Previous experience in a manufacturing or industrial environment preferred.
• Experience working with maintenance documentation, purchasing, invoices, vendors, or work-order systems is preferred.

Knowledge and Skills

• Proficiency in Microsoft Excel, Word, Outlook, and Teams.
• Strong Excel skills for tracking, reporting, data analysis, and KPI management.
• Knowledge of CMMS or maintenance work-order systems preferred.
• Basic understanding of preventive and corrective maintenance processes.
• Strong document-control and recordkeeping skills.
• Ability to maintain and monitor multiple tracking systems simultaneously.
• Strong organizational and time-management skills.
• Excellent attention to detail and accuracy.
• Ability to prioritize multiple assignments and meet deadlines.
• Strong written and verbal communication skills.
• Ability to communicate effectively with technicians, supervisors, managers, suppliers, and contractors.
• Ability to work independently and follow up on pending activities with minimal supervision.
• Strong analytical and problem-solving skills.
• High level of integrity, confidentiality, and accountability.
• Knowledge of GMP, Food Safety, HACCP, 5S, and manufacturing compliance requirements preferred.

Preferred Qualifications

• Experience with CMMS platforms, SAP, or similar maintenance/ERP systems.
• Experience preparing or monitoring maintenance KPIs.
• Experience with calibration documentation and scheduling.

Key Competencies

• Organization and Planning
• Attention to Detail
• Accountability
• Follow-Up and Execution
• Communication
• Data Accuracy
• Problem Solving
• Teamwork
• Customer Service
• Continuous Improvement

Barcel USA LLC is an equal opportunity employer with a policy that provides equal employment opportunity for applicants and employees regardless of race, color, religion, disability, gender, age, national origin, sexual orientation, gender identity, marital status, pregnancy, veteran status, or any other classification protected by law. This policy applies to all aspects of employment, including recruitment, hiring, promotion, compensation, reassignment, layoff, discharge, education, training, and all other working conditions.

We believe diversity drives innovation and success. We proudly welcome applications from individuals with disabilities, veterans, and women, and are committed to creating an environment where everyone can thrive.