Manufacturing Facilities Administrator

General Purpose:

To support maintenance operations and support groups by managing work order processes, coordinating parts and purchasing activities, maintaining inventory, and assisting with vendor coordination and administrative tasks.

Responsible for ensuring maintenance activities are properly initiated, tracked, and documented while supporting the overall efficiency and organization of maintenance operations.

Responsibilities:

Work Order & CMMS Support

• Review maintenance requests and create work orders as needed.
• Ensure work orders include basic required information.
• Monitor open/overdue work orders and communicate gaps to maintenance leadership.
• Review completed work orders for missing or unclear information.
• Maintain general accuracy of CMMS data, including asset records and attachments.

Parts Ordering & Inventory Management

• Order maintenance parts, consumables, and supplies.
• Track orders and follow up on deliveries to ensure timely receipt.
• Maintain and organize maintenance parts storage areas.
• Monitor inventory levels and assist in maintaining appropriate stock levels.

P-Card & Site Purchasing

• Manage site purchasing requests through internal request system.
• Review requests for completeness and route for approval.
• Process approved purchases using company purchasing card (P-card).
• Track orders through delivery and ensure proper distribution to requestors.
• Maintain records of purchases and receipts in accordance with company policy.

Vendor & Service Coordination

• Schedule and coordinate external vendors, service providers, and inspections.
• Obtain and track quotes as requested by maintenance leadership.
• Coordinate site access, timing, and basic logistics for vendor visits.
• Ensure service documentation and reports are received and properly stored.

Scheduling & Coordination Support

• Maintain shared maintenance calendar for vendor visits and planned activities.
• Assist in coordinating maintenance work and equipment downtime as needed.

Documentation & Reporting Support

• Maintain maintenance records, service reports, manuals, and certifications.
• Upload and attach documentation within CMMS.
• Review basic reports and communicate open items or issues to the maintenance team.

Competencies:

• Strong organizational and time management skills.
• Attention to detail and accuracy.
• Good communication and follow-up skills.
• Ability to manage multiple tasks and priorities.
• Basic computer skills and system navigation (CMMS, purchasing systems, Excel).
• Ability to work independently while supporting team environment.

Education & Experience:

• High school diploma or equivalent.
• 1-3 years of administrative or coordination experience preferred.
• Experience in a manufacturing or maintenance environment is preferred.

Physical Requirements:

• Ability to lift 25-40 lbs.
• Ability to sit or stand for extended periods.
• Ability to occasionally pick up or transport materials.

Training & Development:

• On-the-job training.
• CMMS and internal systems training.
• Safety and compliance training.