Maintenance Administrative Assistant

Company Description

RRD is a leading global provider of marketing, packaging, print, and supply chain solutions that elevate engagement across the complete customer journey. The company offers the industry’s most trusted portfolio of creative execution and world-wide business process consulting, with services designed to lower environmental impact. With 22,000 clients, including 93% of the Fortune 100, and 32,000 employees across 28 countries, RRD brings the expertise, execution, and scale designed to transform customer touchpoints into meaningful moments of impact.

Job Description

We are looking for a responsible Maintenance Admin Assistant to perform a variety of administrative, facilities, and organizational tasks. The position is often the first point of contact between the Facilities Maintenance Group and other employees or visitors.

• Maintain a high level of ethical and professional behavior.
• Perform general administrative duties including, but not limited to, writing and editing correspondence, contact and contract data maintenance, filing and processing various reports, handling incoming calls, and promoting effective interoffice/facility communication. 
• Assist maintenance team with clerical tasks when needed. 
• Assist the Production Manager in the development, generation, and monitoring of the budget, EHS task tracking, and other required forms.
• Greet visitors/employees in a friendly and helpful manner; Providing customer service requests as needed.
• Assist new hires by providing appropriate instruction and training in regard to parts and inventory control.
• Receive and stock ordered parts. Coordinate replenishment of service parts inventory.
• Prepare shipments.
• Update inventory management software. Conduct periodic audits of inventory.
• Accurately enter maintenance records in maintenance management software when needed.
• Monitor incoming requests, pass high-level requests to appropriate parties, and process others directly. Provide timely professional responses, submit work orders as they relate to the requests, and follow up to ensure the work has been completed.
• Maintain equipment warranty and related documents.
• Back up the maintenance team with coordination of maintenance service of parts and equipment timely.
• Schedule and coordinate internal office deliveries, working closely with vendors and internal employees. Maintain organized purchase records.
• Coordinate and maintain facility-related contracts and contact lists.
• Assist with vendor onboarding and support when necessary.
• Promote the concept of working together as a team to build continual improvement within the Company and departments
• Follows company policies and procedures.
• Perform other duties as assigned

Qualifications

• 1+ years of office experience.
• 1+ years of facilities maintenance.
• AAS/AS or further preferred.
• Attention to detail and highly organized.
• A work style that fosters collaboration.
• Excellent verbal and written communication skills, including the ability to effectively communicate with internal and external customers and employees. sufficient to explain policy, methods, and/or procedures when completing assignments.
• Requires exemplary organizational skills sufficient to accomplish work by established deadlines and the ability to coordinate phases of work with others.
• Work is typically performed under minimal daily supervision, receiving guidance from the Production Manager about the work that needs to be completed. Able to exercise a high level of discretion and latitude in completing tasks.
• Excellent computer proficiency (MS Office – Word, Excel, PowerPoint, and Google Suite.)
• Ability to work independently and carry out assignments to completion within parameters of instructions given, prescribed routines, and standard accepted practices.

Physical Requirements:

• Ability to safely and successfully perform the essential job functions consistent with the ADA, FMLA, and other federal, state, or local standards, including meeting qualitative and/or quantitative productivity standards.
• Ability to maintain regular, punctual attendance consistent with the ADA, FMLA, and other federal, state, or local standards.

Schedule:

• Monday through Friday

Work setting:

• In-person
• Office
• Warehouse
• Limited Outdoor Work

Additional Information

The national pay range for this role is $20.29 - $21.17. The pay range may be slightly lower or higher based on the geographic location of the hired employee. The actual pay offered may vary based upon, but not limited to: education, skills, experience, proficiency, performance,