Maintenance Administrative Assistant

**POSITION OVERVIEW**

The Maintenance Assistant is an organized, efficient, and detail-oriented individual who possesses excellent communication skills. As a key member of the maintenance team, the Maintenance Assistant supports the Maintenance Manager in ensuring administrative and organizational tasks are completed and the maintenance group functions efficiently. It is imperative that all employees are treated equally, and, in a manner, that is consistent with company values.

**SKILLS, EDUCATION AND EXPERIENCE**
- Grade 12 education with strong English (written and verbal) and mathematical skills.
- Background in maintenance within a production facility is an asset.
- Experience using a preventative maintenance system is an asset.
- Purchasing, receiving and inventory control experience is an asset.
- Equipment Operator’s Certification to operate forklift and pallet jack considered an asset.
- A strong mechanical aptitude.
- Strong computer skills.
- Strong communication skills: ability to provide clear, concise general instructions for team effectiveness.
- Excellent organizational skills and ability to work independently with little supervision.
- Ability to follow set procedures and efficiently and effectively prioritize work.
- Analytical problem solving required (observing the problem, deciding the cause, and then working out the most effective way to resolve it).
- Ability to react quickly to problems as they arise to minimize production down time.
- This position is encouraged to independently bring forth innovative ideas and suggestions to improve production and/or the work environment.

**RESPONSIBILITIES**
- Submit and maintain purchase orders to various vendors for equipment and supplies.
- Receive all MRO (maintenance, repair, and operations) supplies throughout the Plant, adding into stock and inventory count.
- Ensure inventory is organized and stored properly.
- Manage inventory, ensuring accurate counts.
- Ensuring there is an adequate supply of spares to replace broken or worn-out machine parts.
- Update and maintain Fiix work orders, ensure employees are effectively using Fiix.
- Complete required daily, weekly, and monthly reports and associated data entry for inventory control, etc.
- Communicate with team members to ensure all required paperwork is sufficiently completed on time.
- Review scheduled maintenance to identify areas to streamline i.e.: add meter readings, run time inputs, events to push work orders. Effectively communicate and share the list of items to Maintenance Team Programmer.
- Add new assets into Fiix, build out scheduled maintenance based off asset type, contact asset manufacturer, and establish BOM’s (bill of materials) and critical inventory item assets.
- Source supplies, make purchase decisions based on the best interests of the company considering economic, social, and environmental impact(s).
- Conduct all interactions in a professional manner.
- Responsible for the maintenance of accurate inventory SKUs.
- Track and manage spending on weekly basis, update Maintenance Manager in scheduled weekly meeting.
- Quarterly review of scheduled maintenance for accuracy, validity and PM notes submitted by Team Members. Present review and necessary changes to Maintenance Manager or Team Lead for approval, once approved change intervals as needed.
- Participate on projects team, shared responsibility with management.
- Liaise with accounting department(s) ensuring timely billing discrepancy resolution, and invoice review to ensure products and services are in accordance with contracts and purchase orders.
- Organize and schedule contractors as per company policy.
- Ensure contractors comply with outside contractor sign-off.
- Inform the Maintenance Manager and Maintenance Team Lead of any issues stemming from employees’ activities that cause inventory errors and seek to help resolve the issues
- Notify the Maintenance Manager and record any material issues that do not meet company quality standards.
- Perform inventory and clean-up for all parts and tools to eliminate the possibility of contamination (fluids, grease etc.).
- Attend all required training sessions, scheduled plant meetings, monthly Maintenance departmental meetings.
- Build and maintain positive working relationships with all levels of staff.
- Ensure all food safety issues and conditions that could affect food safety are communicated with the Maintenance Manager & SQF/HACCP Coordinator.
- Report any known workplace hazard to the Maintenance Manager.
- Promote a clean and tidy work environment.
- Perform additional duties as assigned by the Maintenance Manager.

**HEALTH, SAFETY, AND ENVIRONMENTAL**
- Work in compliance with divisional and legislative health, safety, and environmental procedures.
- Refrain from removing or altering safety devices or guarding unless hazardous energies are controlled through lockout-tagout methods.
- Report any unsafe conditions or unsafe acts.
- Report defect in any